Professional Consulting - Ottawa

MaxSys is currently looking for a Project Coordinator, Intermediate for our Federal Client.
• Secondary school diploma is required
• Must demonstrate that the proposed resource has provided project administrator services on a minimum of one (1) project for a federal department or a Crown corporation in the last sixty (60) months, at the time of bid closing.
* For the purpose of criterion M2, a project is defined as:
i. Having lasted a minimum period of six (6) months; and where
ii. The client organization’s project had a value of at least $2 million Canadian dollars.
The resource must perform, but not limited to, the following tasks:
• Correspondence – All correspondence related to the provision of the required services, either initiated by the resource or by any section of TBS, must be submitted to the Project Authority by the resource for review, approval and signature (as required). Correspondence is defined as records of conversation or decisions as well as any written correspondence in any format.
• Electronic Document Administration – The resource must maintain all draft and final documentation in GCDocs using an approved file structure and version control. 
• Meetings and Minutes – The resource must make all necessary preparations in order to actively participate in any meeting convened by the Project Authority. The resource must assist the Project Manager to prepare minutes of all discussions, issue logs, and/or record of decisions of the meeting(s) and must provide them to the Project Authority, for review and approval. The resource must maintain in the GCDocs electronic library a history of all meetings as well as of all incremental changes to action items.
• The resource must assist the Project Authority, the Project Manager and the PBS-BPPR team in the implementation of the approaches, processes and procedures to support the operation of the retendering PMO.
• The resource must assist in or maintain project documentation, records and document management functions and application/system libraries.
• The resource must maintain and update relevant project information in manual and/or electronic files; project information might include such things as project activity schedule status reports, correspondence, project logs, and meeting minutes.
• The resource must provide administrative and technical support of a clerical nature as required to the PBS-BPPR and PMO.
• The resource must assist in tracking the project financial information.
• The resource must use records and document management software tools.
• The resource must communicate with project management on administrative matters related to the project.
• The resource must assist in the preparation and coordination of documents in response to schedule and unscheduled reports.
• The resource must prepare plans, charts, tables and diagrams to assist in analyzing or displaying project problems and solutions, project dashboards.
• The resource must assist with recording, preparation and distribution of meeting minutes.
• The resource must assist with coordinating meetings related to the project team’s activities.
• The resource must assist with the preparation of agendas, presentation decks and document packages.
• The resource must maintain a contacts list of project committee members, stakeholders, project team members and organizational contacts.
• The resource must assist with filing and version control of documentation.
• The resource must assist with routing of the project memos and correspondence.
• The resource must attend stakeholder meetings as required.
• The resource must follow and adhere to all policies and regulations.
• The resource must generate reports as required to support status reporting and decision making.
• The resource must assist the Project Manager generate, maintain and monitor the TBS project schedule in MS Project.
Language: English
Security Clearance: Enhanced Level
If you meet all the above requirements, please send your resume today to Katherine Spallin at: 
*Please note, only qualified candidates will be contacted and the position could be filled prior to closing date. Thank you.*

Position Type Contract
Application Deadline April 27, 2018
Experience Required 5+ years
Job Duration Temporary
Education Required N/A