Background

The Condominium Authority of Ontario (CAO) is a dynamic, digital organization that supports the province's rapidly evolving condominium sector with information, education and dispute resolution services.

We value innovation, collaboration, creativity, a get-it-done mindset and embrace modern, agile/scrum IT development methodologies and client-focused solutions. Our staff have told us that CAO’s culture embraces diversity and provides a collaborative environment where they can learn, grow and thrive. We are committed to staff well-being and work-life balance, and offer competitive compensation, health benefits, pension matching and a hybrid work environment. Our office is in heart of Toronto’s bustling financial district.

The CAO is a delegated administrative authority that supports condo living and enhances consumer protection by providing services and resources that reach all condo communities across Ontario. We are accountable to the government through and Administrative Agreement with the Minister of Public and Business Service Delivery and Procurement. The seven-member board of directors provide strategic guidance and oversight of the organization.

We are an organization driven by our vision, mission and values:

• Our Vision: Strong and vibrant condominium communities in Ontario.
• Our Mission: Engage and empower Ontario’s condominium communities with information, education, and dispute resolution
• Corporate Values: Innovation, trust, teamwork, value for money, integrity, fairness
• Team Values: Respect, trust, diversity, collaboration, leadership

We value flexibility and have adopted a hybrid work model whereby employees use a combination of working remotely 2 days a week and in the office for 3 days

Purpose of Position

Reporting to the Chief Financial & Digital Operations Officer, the Project & Procurement Coordinator plays a key role in supporting the effective coordination and administration of CAO’s business operations. This role

Working closely with the Project Manager and the Manager, Finance & Controller, the Project & Procurement Coordinator ensures the timely and efficient delivery of cross-functional initiatives aligned with CAO’s strategic objectives.

If interested please apply by August 14, 2025 by 4 pm

Key responsibilities

• Support the planning, coordination, and monitoring of strategic initiatives across business units, ensuring alignment with project timelines, deliverables, and strategic goals.
• Work with Project Manager in overseeing specific project workstreams or managing projects, ensuring tasks are executed on time and within scope.
• Develop and maintain integrated project schedules, identifying key milestones, dependencies, and potential risks.
• Consolidate project updates from various business units and prepare executive-level summaries and briefings for steering committee or project team meetings.
• Prepare and maintain project documentation, including charters, status reports, risk and issue logs, change logs, and communication plans.
• Record and follow up on meeting decisions, action items, and deliverables, ensuring alignment with project phases and the Software Development Lifecycle (SDLC).
• Monitor progress, identify blockers or risks, and support development of mitigation plans in collaboration with project leads and stakeholders.
• Contribute to the maintenance and continuous improvement of the organization’s annual project portfolio, supporting prioritization and capacity tracking activities.
• Participate in Agile SCRUM ceremonies such as stand-ups, sprint planning, reviews, and retrospectives, helping ensure coordination across delivery teams.
• Schedule, organize, and facilitate project meetings; prepare agendas, document key outcomes, and ensure appropriate follow-up.
• Build and maintain project dashboards and visual reports to communicate progress, financial status, and key performance indicators (KPIs) to stakeholders.
• Manage small-scale projects or components of larger programs as assigned, with increasing independence over time.
• Support the Procurement work at CAO including preparation and review of Requests for Service (RFS) and Requests for Quote (RFQ), ensuring documentation is complete and aligned with procurement best practices.
• Conduct cost-benefit analysis and assist with preparing comparative reports to support informed decision-making for strategic initiatives.
• Perform other related duties to ensure effective project delivery and procurement.

Qualifications: Skills and knowledge

• A university degree or college diploma in a related field (e.g., business administration, public administration, project management) or equivalent combination of education and relevant experience.
• 3–7 years of experience supporting project delivery in hybrid or Agile environments, ideally in roles such as Project Analyst, Project Control Officer, and Scrum Master.
• Demonstrated ability to support project planning, coordination, and reporting across cross-functional teams.
• Experience managing resourcing and capacity tracking across business units.
• Working knowledge of project management tools such as MS Project, Microsoft Teams, Azure DevOps, and PowerBI.
• Advanced proficiency in Microsoft Office, particularly Excel (pivot tables, charts, formulas) and Outlook.
• Excellent attention to detail, organizational skills, and analytical capabilities.
• Strong written and verbal communication skills, with the ability to clearly present data and project updates to diverse audiences.
• Demonstrated discretion, political acuity, and sound judgment in handling sensitive information.
• Proactive mindset with a willingness to take ownership of smaller initiatives or workstreams to support broader project success.

Working conditions/environment

CAO values in-person collaboration and we observe a hybrid working model and only those interested and comfortable in collaborating in person 3 days a week (Tuesdays, Wednesdays, and Thursdays) need apply

DISCLAIMER

We thank everyone for their interest in joining our dynamic team, but due to the volume of applications only those qualified will be contacted.

CAO is an equal opportunity employer, encouraging workplace diversity. All qualified individuals will be considered without regard to race, national origin, gender identity/expression, age, religion, disability, sexual orientation, marital status or any other characteristic protected by law.

CAO welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. You can email CAOhumanresources@condoauthorityontario.ca for any request