Project Coordinator
**Please Read Before Continuing**
This position is ideal for candidates already residing in Victoria, BC, as it will involve in-person interviews and shadowing.
About Smart Dolphins
Our culture and atmosphere are positive, open and dynamic. We love our Dolphin lives and always strive to help and elevate each other. We are awesome and we have proof! We are certified as a "Great Place to Work" and placed 15th in the national standing of top 50 businesses with under 50 employees.
More important than specific skills is the candidate’s attitude toward people, technology and Smart Dolphins. A strong technical foundation with a corresponding confident and driven approach to learning and serving clients.
Finding the right person is of paramount importance to us. We hope that this overview of the opportunity sparks a strong interest in that right person. If you feel that this person is you, please submit your resume. We like to receive an up-to-date and applicable resume with a brief cover letter describing why you are an excellent candidate for this position.
Position Summary
The Project Coordinator (PC) is an enthusiastic problem solver and great communicator who thrives on being engaged with internal and external resources alongside our clients. This role serves as the key point of contact for the client, Professional Services team, and other service team members involved in projects. Working closely with the Project Manager, the PC ensures the day-to-day coordination and organization of project technicians. This role is critical to the success of client projects by tracking, managing, and adhering to predefined cost, schedule, scope, and Smart Dolphins quality standards.
The position requires excellent communication, administrative, documentation, technical, negotiation, and organizational skills. The PC manages and remediates project risks throughout the project lifecycle and understands the business goals/values delivered by their projects. They also understand the impact those projects have on other Smart Dolphins delivery areas.
Position Responsibilities
- Work with Project Manager to coordinate and manage all booked IT projects, including:
- Professional Services Projects.
- Hardware Configuration, Delivery, and Setup.
- New Client Onboarding.
- Oversee the day-to-day activities of project technicians, ensuring tasks are completed on schedule.
- Oversee and coordinate smaller, sometimes urgent projects, such as end user hardware installs.
- Conduct project intake and kick-off processes.
- Collect and collate project documentation.
- Schedule all project resources in collaboration with the Project Manager and Service Coordinator.
- Coordinate with all stakeholders to ensure project requirements are met.
- Schedule, prepare for, and conduct project status meetings with all required stakeholders.
- Monitor and report on project status, providing updates to the Project Manager.
- Assist in the closure of projects, including stakeholder follow-up and satisfaction measurement.
- Balance budgeted vs. actual hours for projects and project phases.
- Assist in negotiating, managing, reporting, and billing scope creep.
- Monitor Professional Services team time entry including timeliness, quality, and accuracy on all projects and phases.
- Manage and maintain project databases.
- Provide vCIO assistance where required.
- Monitor delivery timelines for products ordered through the procurement process.
- Receive products upon arrival and participate in organizing and preparing products for delivery.
Provide team administrative support and management including:
- Manage the project queue of all running projects and facilitate and deliver priority and urgent solutions.
- Project backlog awareness and reporting to Project Manager.
- Utilize current billing processes to ensure accuracy of monthly project billing.
- Manage and maintain client satisfaction survey system.
- Prepare for, attend, and contribute to weekly project team meetings.
- Accountable for managing towards, meeting, and exceeding project team KPI targets.
- Attend weekly 1:1 meetings with the Professional Services Team Lead.
- Participate in the development and maintenance of company service processes and workflows.
Skillset And Experience
- Strong customer service skills (importance cannot be overstated)
- Ability to work in complex, uncertain, and ambiguous situations while managing expectations and maintaining client happiness
- Excellent troubleshooting and problem-solving skills
- A passion for learning and personal growth
- Excellent writing & communication skills
- Naturally comfortable working with and learning about technology
- 2+ years of related technical project coordination or support experience; or a suitable combination of education and relevant experience
- Intermediate knowledge of commonly used concepts, practices, and procedures within information technology support, including but not limited to:
- Basic knowledge of Windows Server Technology and Microsoft OS and Office products
- Basic knowledge of networking concepts such as HTTP(S), RDP, DNS, SMTP, etc.
- Basic understanding of concepts such as Active Directory, Virtualization, VOIP
- Basic understanding of computer hardware and troubleshooting
- Demonstrated ability to motivate, support, and understand different project teams and requirements
- Understanding and awareness of project development and experience in tying project goals to business goals
- Basic understanding of Windows environments, network, and server technologies (physical and virtual), and other common IT concepts
- Competencies in MS Office
- Competencies in project management and common communications tools
- Ability to prioritize workflow and organize diverse material and handle multiple, competing, and changing priorities; ability to perform effectively without supervision and within established time limits/deadlines
- Ability to interact effectively and professionally and provide exceptional service, both internally and externally
Company Cultural Expectations
Represent Smart Dolphins IT Solutions Inc., by exemplifying company’s core values in a professional manner.
- Elevate the Team
- Love your Dolphin Life
- Find a Better Way
Other Logisitics
- 8-5 Monday to Friday
- Regularly working at our Quadra / McKenzie office in Victoria, with some flexibility to work from home.