About the Role

The Project Coordinator plays a critical role in ensuring successful delivery across both client-facing implementations and internal strategic initiatives. This role combines project administration with increasing ownership of deliverables, client communications, and cross-functional internal projects. The ideal candidate is highly organized, detail-oriented, and proactive. Equally comfortable managing client expectations and contributing to internal projects and processes. As proficiency grows, this individual will progressively take on independent ownership of smaller projects and support larger strategic initiatives, both externally and internally.

Key Responsibilities

Project Coordination & Administration 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.

Client-Facing Support & Communication

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.

Internal Projects & Cross-Functional Initiatives

Take ownership of defined internal projects as assigned. Collaborate with cross-functional teams (Support, Product, 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.

Qualifications

Post-secondary education in Business, Hospitality, or 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 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 tools such as Microsoft Office, Jira, Rocketlane, or similar project management platforms is an asset.

Career Progression

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.