Department: Project Management Office (PMO) – CDL & Hive
Reports To: Head of PMO, CDL
Job Type: Full-Time, Permanent
Work Arrangement: This is a fully remote role. You will work remotely, with no office attendance required. Candidates must reside in Toronto, ON.
Position Summary
As a Digital Project Coordinator for CDL & Hive COE, you will support the planning, delivery, and day-to-day running of learning projects, working with Project Managers, Learning Experience Designers, Art Directors, and Technology. You will keep the details organized so projects stay on time, on budget, and at the quality we expect.
AI is part of how we work here. You will use it to automate and speed up everyday tasks across our projects, and you will help the team find new ways to do the same.
Since this role serves both the CDL and Hive teams, depending on the project and team, you will either be working with external client partners or internal stakeholders and SMEs. For ease of this document, both groups of stakeholders will be referred to as “clients”. You will be contributing to the work and potentially owning parts of the process on a wide variety of projects.
Key Responsibilities
1. Sales Support
- Help prepare proposals and sales materials with the account team
- Help prepare demos and walk-throughs for prospective clients
- Keep sales pipeline data and dashboards organized and up to date
- Track open opportunities and follow up so nothing falls through the cracks
- Take notes and track action items from sales meetings
- Help improve the sales support process
2. Project Initiation & Planning
- Help set up new projects using standardized processes
- Set up and maintain the project workspace, dashboards, and communication channels (e.g., Slack)
- Update project plans using our templates
- Prepare agendas for kick-off and check-in meetings
3. Stakeholder & Client Communication
- Take notes in internal and client meetings and send out action items afterward
- Draft status updates for Project Manager review
- Follow up on open questions and keep track of decisions
4. Project Execution & Oversight
- Track tasks, budgets, resources, and dependencies using our collaboration tools
- Help the team keep staffing and resourcing information accurate
- Coordinate with other internal teams at BTS
- Coordinate translation and localization work with internal and vendor partners as needed
5. Budget & Financial Management
- Update project financials in our tracking systems
- Help track scope changes and prepare the details for change requests
- Help maintain project financial and portfolio data used for leadership reporting
6. Quality Assurance & Risk Management
- Flag risks and open issues to the Project Manager early
- Follow version control and file management procedures
- Help with quality checks and testing on design documents, scripts, media, and final deliverables
7. Project Closure
- Help organize Lessons Learned sessions
- Make sure project files are finalized and archived
- Help coordinate client surveys and case study development
8. Team Support
- Organize team meetings and events
- Support requests from other teams, for example learning design or creative
- Take ownership of parts of a project’s process, with guidance from a Project Manager
- Help improve how the team works, including small process fixes
Required Skills & Competencies
- Natural curiosity about AI, in both work and personal life. You might use it for school projects, hobbies, or everyday tasks, and you try new tools on your own just because they interest you.
- Interest in using AI and automation to improve how work gets done, such as drafting summaries, cleaning up data, or speeding up repetitive tasks. You check the results and share what works with the team.
- Strong organizational and time management skills
- Ability to manage multiple tasks and meet deadlines
- High level of attention to detail
- Comfortable working with digital tools and able to pick up new ones quickly. You understand how work moves through a process, from request to delivery.
- Clear communication, both written and verbal
- Willingness to ask questions and raise issues early
- Collaborative mindset, with the ability to work with different teams across the globe
- Comfort working with some ambiguity, including new or changing processes
- Comfort working remotely and managing your own day
Qualifications
- 0 to 2 years of experience in coordination, administration, or project support in a learning, digital, or client-service setting. Internships and co-op placements count.
- New graduates are welcome to apply
- Bachelor’s degree or equivalent experience preferred. A business background is a plus, but we are open to any field if you are willing to learn.
- Based in Canada
Why Join CDL & Hive COE
We are a tight-knit team within BTS that combines creative learning design with world-class project management. As a Digital Project Coordinator on our team, you will help deliver exceptional solutions for Fortune 500 clients and learn how BTS delivers learning across the globe.
Salary Information
Annual Salary Range: $58,000 - $70,000 CAD
- This range is determined by experience and education/degree level.
