Role Overview
Are you a master of organization who loves seeing a plan come together? We are looking for a high-energy Project Coordination and Operations Administration Intern to join our team.
This is a unique dual-track role where you will spend 50% of your time supporting our Professional Services team as a Junior Project Manager and 50% ensuring our Toronto headquarters and corporate operations run like clockwork.
The successful candidate is a "solution-finder" who takes pride in a well-run office and can seamlessly pivot between high-level project tracking and essential administrative execution.
Key Responsibilities
- 1. Professional Services & Project Coordination (50%)
- Project Governance: Assist in the creation and maintenance of core project documents, including Charters, Kick-off decks, and Project Plans.
- Monitoring & Reporting: Maintain the RAID log (Risks, Actions, Issues, Decisions), draft weekly status reports, and ensure Jira boards are up to date.
- Meeting Lifecycle: Own the logistics for stakeholder meetings—from scheduling across time zones in Google Calendar to capturing precise minutes and tracking action items.
- Data Analysis: Use NetSuite, JIRA and Excel to extract data and create reports that help leadership visualize project health.
- 2. Operations & Facilities Management (50%)
- Real Estate & Facilities: Serve as the primary liaison with the Toronto office landlord and property management. Coordinate maintenance requests, office repairs, suite access/security fobs, and fire evacuation readiness.
- Insurance Tracking: Maintain an organized repository of corporate insurance policies. Track renewal dates, coordinate with brokers for updated certificates of insurance (COI), and ensure compliance requirements are met.
- Vendor Management: Manage relationships with office vendors (cleaning services, snack/coffee delivery, shredding, etc.) and ensure timely processing of invoices and service quality.
- Audit & Compliance Support: Assist the Operations team with yearly SOC audit evidence collection, ensuring office access logs and physical security protocols are strictly followed.
- Clerical & Admin Support: Handle incoming/outgoing mail and couriers. Organize digital filing systems and maintain internal documentation in Confluence.
- Health & Safety: Act as a key member of the Joint Health and Safety Committee (JHSC), ensuring the office meets Ontario health and safety standards and coordinating regular inspections.
- Special Projects: Assist the Operations team with ad-hoc projects, ranging from office layout changes to organizing internal team events and catering.
Technical Requirements
- Education: Currently enrolled in or a recent graduate of a Business, Project Management, or related program.
- The Toolkit: High proficiency in Google Workspace (Sheets: VLOOKUPs/Pivots are a must) or Microsoft Office. Experience with Slack, Zoom, and Confluence is a significant plus.
- PM Tools: Familiarity with Jira, Confluence, or NetSuite is a significant advantage.
- Methodology: A basic understanding of Agile/Scrum or the SDLC (Software Development Life Cycle).
Soft Skills (The "Must-Haves")
- Extreme Organization: You can prioritize a high volume of tasks and follow up on small details without reminders. Exceptional attention to detail.
- The Mindset: A service-oriented "can-do" attitude with the ability to take full ownership of the office environment.
- Proactive Communication: You provide concise status updates and "flag" risks before they become problems. Good interpersonal skills to effectively deal with vendors and communicate with the property owner.
- Active Listening: You can sit in a complex technical meeting and accurately capture the "who, what, and when" of action items.
- Adaptability: You stay calm when project scopes shift or office priorities pivot.
- Physicality: Ability to lift/carry up to 30 lbs for office deliveries or event setups.
