Project Coordinator

Engagement Type: Contract
Duration: 6 months minimum, with potential extension to 12 months
Location: Remote
Reporting To: Enterprise Project Manager
Professional Reference: 1 required
Target Start: Immediate

A large enterprise organization is approximately eight months post-go-live on a major cloud-based enterprise systems implementation spanning HR, ERP, payroll, pension, and related modules across a workforce of approximately 26,000 employees.

The program is in active stabilization, with a significant volume of open issues, vendor coordination, steering committee governance, and cross-functional workstreams running simultaneously.

We are seeking an organized, detail-oriented Project Coordinator to provide administrative and operational support to the Project Manager and the broader program team. This is a coordination and execution-focused role for someone who ensures that actions are tracked, documentation stays current, and deadlines are met.

• Schedule and coordinate meetings across internal teams, vendor partners, and steering committee members.
• Prepare meeting agendas and distribute materials in advance.
• Capture meeting minutes, decisions, and action items in real time.
• Distribute meeting notes and action items promptly following each meeting.
• Track action item status and follow up with owners to ensure timely completion.

• Maintain and update project documentation, including trackers, logs, status reports, and schedules.
• Ensure project artifacts remain current, organized, and accessible to the team.
• Support the Project Manager in maintaining consolidated issue and work order inventories.
• Assist with preparing materials for steering committee meetings and leadership updates.

• Track contract financials, including hours consumed, budget utilization, and vendor billing against allocations.
• Assist in reviewing vendor invoices for completeness, accuracy, and alignment with contract terms.
• Flag discrepancies and questions for management review.
• Maintain financial tracking logs and assist in preparing summary reports.

• Coordinate logistics for internal and vendor-facing meetings, including virtual meeting setup and participant communications.
• Assist in tracking deliverables, milestones, and deadlines across multiple workstreams.
• Support onboarding of new team members and vendors by preparing orientation materials and coordinating access.
• Handle general administrative tasks that support smooth program operations.

• Strong organizational skills and attention to detail.
• Experience supporting project teams in a coordination or administrative capacity.
• Ability to manage multiple workstreams and competing priorities effectively.
• Proficiency with Microsoft Office, Microsoft Teams, SharePoint, and similar productivity tools.
• Clear, professional written and verbal communication skills.
• Ability to take initiative and work independently once direction is provided.
• One professional reference is required.

• Experience supporting enterprise software or ERP implementations.
• Familiarity with project coordination tools such as Smartsheet, Jira, or similar platforms.
• Public sector or government project experience.
• Experience reviewing vendor invoices or tracking contract financials.

This is a fast-paced environment with a high volume of activity across multiple departments and vendor partners. The ideal candidate takes pride in keeping things organized, maintaining accurate documentation, following up consistently, and ensuring that critical tasks do not fall through the cracks.

You will work closely with the Enterprise Project Manager and interact regularly with leadership, Finance, HR, IT, and vendor teams.

Reliability, attention to detail, communication, and consistent follow-through are the keys to success in this role.

The initial engagement is for six months, with a strong possibility of extension to 12 months based on program needs and performance.

Engagement: Contract through Covendis
Work Arrangement: Remote