Project Coordinator

• Coordinate new client onboarding, software implementation projects, add-on module deployments, system transitions, upgrades, and other client project initiatives.
• Maintain accurate and up-to-date project documentation, trackers, schedules, and records.
• Utilize Rocketlane, CRM, Jira, and other internal systems to support project delivery, reporting, and internal initiative tracking.
• Assist in developing and maintaining project plans, timelines, kickoff materials, presentations, and supporting documentation.
• Coordinate schedules, track milestones, and monitor deliverables to ensure timelines are met.
• Follow up on action items and project commitments with clients, internal stakeholders, and cross-functional teams.
• Generate and distribute project status reports and progress updates for both client projects and internal initiatives.
• Track project activities, time entries, and resource utilization to support visibility and reporting.
• Maintain risk, issue, and dependency logs while escalating concerns when appropriate.

• Serve as a point of contact for client scheduling, project updates, and day-to-day coordination.
• Lead client meetings, capture detailed notes, and ensure follow-ups are completed on time.
• Facilitate clear, timely communication between clients, internal teams, and leadership throughout the project lifecycle.
• Prepare and distribute meeting agendas, summaries, and project updates tailored to the appropriate audience.
• Build and maintain strong client relationships, contributing to overall client confidence and satisfaction.

• Take ownership of defined internal projects as assigned.
• Collaborate with cross-functional teams, including Support, Product, and Sales, to coordinate and execute internal initiatives.
• Track progress on internal project deliverables, maintain timelines, and communicate status updates to relevant stakeholders.
• Support the planning and execution of team initiatives.
• Contribute actively to team meetings and planning sessions, bringing a project coordination lens to internal challenges and opportunities.

• Post-secondary education in Business, Hospitality, or an equivalent combination of education and industry experience.
• 2–5 years of experience in project coordination, project management, operations, or a related role.
• PMP or CAPM certification is an asset, but not required.
• Strong client-facing experience is required; software or club/hospitality management industry experience is an asset.
• Demonstrated ability to manage both external client commitments and internal cross-functional workstreams simultaneously.
• Excellent organizational and time management skills with strong attention to detail.
• Strong written and verbal communication skills, with the ability to tailor messaging to different audiences.
• Professional, proactive approach with strong relationship-building skills.
• Familiarity with Microsoft Office, Jira, Rocketlane, or similar project management platforms is an asset.

This role is designed as a pathway into Project Management. You will gain hands-on experience across the full project lifecycle, develop client management skills, and progressively take on increased responsibility, preparing you to transition into a Project Manager role.