Project & Procurement Coordinator

Position Title: Project & Procurement Coordinator

Reports to: Chief Financial & Digital Operations Officer

Department: Finance & Digital Operations

Job Location: Toronto, Ontario

 

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.

 

Key Responsibilities

Project Management (50%)

• Assist the Project Manager in delivering key initiatives related to the CAO’s core services and strategic priorities.
• Develop integrated project plans that outline key deliverables, milestones, timelines, and cross-functional dependencies.
• Gather and consolidate project updates from various business units to support alignment ahead of project steering committee meetings.
• Prepare and maintain comprehensive project documentation, including status reports, project charters, risk registers, and detailed project plans.
• Record meeting minutes and coordinate project tasks and activities in alignment with the Software Development Lifecycle (SDLC).
• Track project progress, proactively identify potential risks, and work with internal teams to mitigate issues and ensure projects stay on schedule and within scope.
• Collaborate with business stakeholders to manage and update the annual project portfolio, ensuring alignment with resource capacity and strategic goals.
• Actively participate in Agile SCRUM ceremonies such as daily stand-ups, sprint planning, reviews, retrospectives, and backlog grooming sessions.
• Schedule and facilitate project meetings, ensuring clear communication of agendas, objectives, and outcomes.
• Perform additional duties as assigned to support the overall success of project delivery and governance.

Procurement & Other Responsibilities (50%)

• Assist the Manager, Finance & Controller and support business units by leading and managing the complete procurement process, including documentation and analysis, in compliance with internal policies and procedures.
• Provide advice to business units regarding best procurement methods for particular goods or services.
• Apply best practices to procure services, prepare and review Requests for Service (RFS) and Requests for Quote (RFQ) documents in collaboration with business leads.
• Support vendor sourcing and ensure compliance with procurement guidelines.
• Review vendor submissions, assess proposal value, and prepare recommendations for management.
• Prepare procurement and licensing agreements and coordinate with legal counsel as needed.
• Conduct cost-benefit analyses and prepare comparison reports for decision-making on special projects.
• Monitor supplier performance, negotiate contract modifications, and implement continuous improvements for cost savings and process optimization.
• Develop tracking of all procurement and licensing agreements and ensure that renewal or competitive process is initiated in a timely manner prior to expiration of contract.
• Identify procurement-related challenges and recommend effective solutions.
• Co-ordinate with all CAO departments and business units to identify key deliverables and develop annual operational plan and scorecard reporting.
• Assist with and carry out general bookkeeping functions, contributing to accurate and compliant financial operations.
• Track Tribunal members’ time and review claims to ensure compliance with CAO’s remuneration policy.
• Monitor and reconcile expenses submitted by staff and/or Board members in line with internal policies.
• Prepare and process regular bank reconciliations to ensure accurate financial records.
• Perform other related duties as assigned.

 

 

Qualifications: Skills and Knowledge

• A university degree or college diploma in a related field, or an equivalent combination of education and relevant experience.
• Minimum 5+ years of experience in business or project coordination, supporting leadership teams in program and project delivery.
• Demonstrated knowledge of Agile project management, including experience creating project roadmaps and managing cross-functional dependencies.
• Proven ability to lead and actively participate in SCRUM ceremonies such as daily stand-ups, sprint planning, reviews, retrospectives, and backlog grooming.
• Experience using project management and collaboration tools such as MS Project, Microsoft Teams, DevOps, and Smartsheet.
• Strong organizational, communication, and stakeholder engagement skills.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a cross-functional team environment.
• Project management certifications (e.g., CAPM, or Agile/SCRUM certifications) are considered strong assets
• Demonstrated advanced proficiency in Microsoft Office Suite including Excel, and Outlook.
• Strategic thinker with the ability to balance day-to-day operations and long-term planning.
• Demonstrated ability to effectively and diplomatically handle a range of inquiries from internal and external contacts, while maintaining strict confidentiality.
• Demonstrated initiative by proactively identifying needs, offering solutions, and providing guidance and support to business units, ensuring project success in alignment with strategic objectives.
• High level of discretion, political acuity, with the ability to handle sensitive information

 

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 [email protected] for any request.