Job Opportunities

Project Coordinator, Toronto - Contract

BEworks is a global behavioral science consulting firm that specializes in applying behavioral insights to drive positive change and enhance outcomes for individuals, organizations, and communities. We work with clients across various industries to develop evidence-based strategies that help achieve measurable outcomes. It is our mission to leverage the power of behavioral science and apply it to the biggest challenges facing humanity today.

Overview

We are looking for a Project Coordinator to join our team! In this the role, you will be responsible for ensuring the successful planning, governance, and delivery of client projects. You will be operating within the Project Management Office, ensuring the continuous improvement of its practice. This opportunity is for an 18-month contract for a maternity leave coverage.

What you will do

Oversee projects and accounts:

  • Plan overall project timelines, milestones, and budgets

  • Set up new projects for tracking in all appropriate systems and facilitate internal project kick-off

  • Daily project tracking, monitoring project progress and profitability throughout the project life cycle, while ensuring adherence to timelines, hours allocations, and budgets

  • Identify, track, and report risks/issues within projects, providing recommendations for corrective measures 

  • Generate weekly project summary reports, flagging any foreseeable project risks/issues to project leads and account directors, and escalating when necessary

  • Facilitate project debrief for all completed projects, logging key takeaways for future projects

  • Maintain inventory of all projects and related budget and hours data to inform future project scoping and resourcing

Oversee project resourcing:

  • Manage the resourcing of team members to projects, and define project governance

  • Track and report on team capacity and utilization, including resource forecasting and required freelancer engagement based on team availability

Provide management with insights & recommendations:

  • Provide various insights reports and analyses to management to support informed strategic decision making, including project progress, profitability, and team utilization

Collaborate with finance team:

  • Support finance with revenue recognition forecasting and reporting

  • Trigger project invoices and follow up on outstanding accounts receivable

  • Facilitate approvals for payment and/or invoicing of any expenses related to projects

  • Assist in reconciliation of revenue accounts based on billable project progress and invoicing

Facilitate project hand-off from growth team:

  • Assist in review of contracting terms for client service agreements and maintain log of existing contracts and terms

  • Create data driven estimates for newly scoped projects, including timelines, hours, and pricing

  • Review scope of work documents for sales team and ensure appropriate approvals are in place prior to commencement of engagement

Administration:

  • Manage the tracking of billable hours and associated data systems (e.g., Sage Intacct)

  • Provide oversight and maintenance of various databases, including project inventory and contracts log

  • Maintain documentation of all department tools and processes

  • As required, implement new tools that support the tasks above

  • Work with Head of Practice to improve and evolve project scoping and tracking processes

What We Are Looking For

We are looking for a candidate that has practical experience as a project coordinator for large and complex initiatives.

  • Minimum 2-5 years of relevant work experience in a consulting firm, agency, or financial institution delivering projects on time and within budget  

  • Advanced MS Excel proficiency 

  • Strong knowledge and handling of project management methodology and techniques 

  • Strong data-driven problem-solving abilities 

  • Ability present data concisely to management, take corrective actions on projects, and make informed decisions  

  • Knowledge of budgeting and resource allocation procedures  

  • Strong planning, organizational, and client service skills with a high level of attention to detail 

  • Excellent verbal and written communication skills 

  • Ability to work positively with the wide range of individuals involved in program management 

  • Experience with project management software is an asset (MS Projects, Asana, Airtable, or similar) 

  • Experience with Sage Intacct is an asset 

Life at BEworks

We have a very close-knit and collaborative culture at BEworks and when you join BEworks you can take advantage of the following perks:

  • We have an in-office policy ranging from 2-3 days per week, though we are flexible depending on individual employee needs and dependents

  • We give time off during the winter holidays and half-days before every long weekend to support our team’s work-life balance

  • We have a dog friendly office

  • We host monthly events and seek to keep our staff engaged within the local community, cultural events, and intellectual pursuits of interest to the group

  • We provide in-office snacks and a selection of drinks

  • We support local retailers and are conscious about our environmental impact

  • We create an environment of learning, growth, and laughter

How to apply

We recognize we are looking for a uniquely qualified individual and as such we encourage all those who meet aspects of our requirements to apply. To apply for this opportunity, please submit your resume to careers@beworks.com. As we are committed to finding the right fit for this position, this posting will remain active until this role has been filled. We thank you in advance for submitting your application, however, only selected qualified candidates will be contacted. 

BEworks is committed to building a diverse workforce representative of the communities we serve. We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. Accommodation will be provided in all parts of the recruitment and assessment (if applicable) process as required under BEworks' policies and procedures. Applicants must make their accommodation needs known when first contacted by the recruitment team.