Operations and Project Coordinator

The Operations and Project Coordinator at CIMA+ plays a vital role in supporting project managers by managing project document control, financial reporting, and status updates. The position includes preparing meeting minutes, ensuring document formats meet industry standards, and providing administrative support for office operations. This diverse role involves working both independently and collaboratively to enhance project efficiency and contribute to a cohesive office environment.

Candidates for the Operations and Project Coordinator role at CIMA+ should have between 3 to 7 years of experience along with a certificate or diploma in Business Administration. Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint, is essential. Familiarity with project coordination, document control, and a good understanding of tools like SharePoint and Teams will be beneficial. Bilingualism in French and English is considered an asset.

At CIMA+, the Operations and Project Coordinator will thrive in a supportive, collaborative, and engaging environment. With opportunities for personal growth and development, you'll work alongside a team driven by shared success. Flexibility is a hallmark of our culture, making it easy to balance professional commitments with personal life while working in a hybrid model that encourages a productive atmosphere.

The Operations and Project Coordinator role at CIMA+ comes with a comprehensive benefits package, including flexible health and dental care, well-being services, and a retirement savings plan with employer contributions. Employees also enjoy a generous vacation policy, opportunities for skill development through training programs, and an employee referral bonus program. Being part of an employee-owned company, there’s also a chance to purchase shares and take part in our success.

CIMA+ is deeply committed to ethics, integrity, and equal opportunity for all candidates. Our hiring practices for the Operations and Project Coordinator position actively encourage applications from diverse backgrounds including women, Indigenous peoples, and individuals with disabilities. We also provide accommodations during the interview process to ensure equal access for all candidates, fostering a workplace where every voice is valued.

To ensure effective project document control, I prioritize organization and clarity. I categorize and label documents systematically while using collaboration tools like SharePoint. Regularly updating project status and maintaining consistent communication with project managers helps everyone stay on the same page. I also focus on adhering to agreed-upon formats to maintain professionalism in all written communications.

In my previous role, I encountered a situation where multiple project deadlines coincided. I approached this by first assessing the tasks' urgency and importance. I created a prioritized checklist, allocated specific time blocks for each task, and communicated with my team to set realistic expectations. This holistic approach allowed me to meet all deadlines without compromising quality.

I have had the privilege of managing financial reporting for various projects. This involved tracking expenditures against the budget, preparing financial forecasts, and generating reports for project managers. By utilizing Excel's advanced functions, I ensured accuracy and provided insights on cost overruns or savings, which was vital for successful project delivery.

Effective communication with stakeholders requires clarity and proactivity. I ensure that I provide regular updates via concise emails and visual presentations. Additionally, I foster open lines of communication by encouraging feedback and being approachable. Using tools like Microsoft Teams facilitates real-time discussions and helps maintain collaboration across the project team.

Writing effective meeting minutes starts with thorough preparation. I take notes during meetings to capture key points and decisions accurately. After the session, I organize these notes into a clear and structured report, highlighting action items and responsible parties. I also circulate the minutes promptly, ensuring everyone is aligned and accountable for their tasks.

In my previous roles, I played a key part in ensuring that health and safety policies were respected and implemented effectively. This included conducting regular audits, organizing training for team members, and maintaining updated compliance documentation. I believe that fostering a culture of safety not only protects employees but also enhances overall productivity.

Conflict resolution relies heavily on listening and mediation. I approach conflicts by first ensuring a safe space for open discussion. I listen to all parties involved to understand their perspectives. Together, we explore solutions while maintaining respect for each other, aiming for a collaborative outcome that satisfies everyone's concerns and reinforces teamwork.

I am proficient in Microsoft Office Suite with advanced skills in Excel for data analysis and reporting, PowerPoint for presentations, and Word for document preparation. Additionally, I have experience with project management software and collaboration tools such as SharePoint and Teams, which enhance workflow and improve communication across teams.

I pride myself on having strong organizational skills that are essential for balancing multiple tasks. I utilize both digital tools and physical planners to ensure I stay on track. I often create workflows and checklists, which allow me to monitor progress and prioritize effectively, ensuring no detail is overlooked while meeting deadlines.

I'm motivated by the challenge of facilitating project success and ensuring smooth operations. The opportunity to make a tangible impact on a project’s efficiency and collaborate with talented individuals at CIMA+ excites me. I also find personal satisfaction in continuous learning and development, driving me to enhance my skills and contribute meaningfully to the team.