Hiring: Project Coordinator (12-month contract)


Are you longing to make an impact using your project coordination skills in supporting the growth of a professional and skilled tourism workforce in communities and organizations throughout the province? Do you like balancing your knowledge of project management methodologies, your knack for customer service, your expertise in knowledge management, and conducting research? Do you want to join a fast-growing and fast-paced team passionate about making a social impact? If you’ve answered yes, we’d love to talk to you!

About OTEC

OTEC is Ontario’s Tourism Workforce Development Organization. We’re a not-for-profit committed to the growth of a professional and skilled tourism workforce in communities and organizations throughout the province.

We offer our clients and partners strategic guidance, resources and support with program and project implementation. Our award-winning alliance, Tourism SkillsNet Ontario, illustrates our leadership in this space by offering a single framework that aligns industry, education, employment and training stakeholders to enable them to develop recruitment and training models aligned with the skills needed by businesses.

Our array of research, technology, communication solutions and reputable training products such as Service Excellence, leadership training, certifications and education products are a source of pride for our organization. At OTEC, we value collaboration, working closely with destinations, businesses, secondary and post-secondary schools, and are driven by the social impact we make though our network of partners and clients.

Position Summary

This is a 12-month contract requiring full-time commitment with opportunity to extend or to move to permanent full-time employment.

The Project Coordinator serves a key role for OTEC to assist with the execution of a rapid response strategy to support the sector as it seeks to understand the impacts of the COVID-19 crisis on tourism and hospitality workers and businesses. It is a progressive role with opportunity for advancement into learning, workforce development or project management positions. They will have a passion for supporting employability solutions and a commitment to helping reduce barriers for the participation of under-utilized labour groups in the tourism and hospitality sector labour market.


Project Coordination

  • Participate in project launch meetings and ongoing project planning meetings with both internal team and external project partners
  • Execute against project sub-plans, budgets, and project timelines
  • Monitor and collect project information and prepare progress reports to help inform ongoing planning and implementation
  • Coordinate field testing of project components with stakeholders and ensure secure data collection as identified in the evaluation framework
  • Support the administering of invoicing, expenses and revenue allocations in keeping with project plans and partner/funder contracts
  • Support the monthly monitoring and reporting on project milestones, outcomes, and cash flow schedule as required by funding guidelines and reporting systems
  • Liaise with project partners to organize progress meetings, prepare agendas, complete meeting minutes and follow up actions
  • Work with the internal Marketing & Communications team as needed on project-specific communications, marketing and outreach.

Stakeholder Relationships

  • Establish good working relationships with internal and external stakeholders
  • Demonstrate customer orientation and a solutions-focused attitude in day-to-day interactions
  • Provide clear communications and seek continuous improvement opportunities
  • Seek opportunities to collaborate with partners in communicating project milestones and coordinate communications plan

Research and Knowledge Management

  • Gather, analyze and organize sector knowledge and project data from primary and secondary research sources
  • Manage project knowledge and prepare briefs and background materials for meetings
  • Track trends and emerging technological developments that significantly impact the future of work. Build a repository of knowledge around skills profiling, competency building and employment pathways.
  • Assist with industry research (regional/segment-specific) to identify potential partnership opportunities and support existing partners with relevant information

General Administration

  • Support OTEC’s project management methodologies, technology and processes to ensure quality and consistency
  • Support administrative aspects of project activities, including updating CRM databases and client relations records to ensure accuracy of data entries
  • Coordinate with external contractors, where applicable (i.e., consultants, subject matter experts)
  • Assist with proposals and presentations, where required
  • Support OTEC office/team members as required: administration, telephone, direct mail, shipping etcCoordinate project team meetings or events
  • Support OTEC team members with reports, presentations, updates and communications
  • Work within the project management software
  • Other duties as required

Competencies & Skills

  • 1-2 years of relevant experience
  • Organized with attention to detail
  • Ability to multi-task, prioritize, problem solve and to work within deadlines
  • Strong customer service orientation and attitude
  • Flexible, adaptable, exceptional interpersonal skills and team player
  • Ability to effectively coordinate projects, schedules and budgets
  • Flexible, adaptable and can establish good working relationships with colleagues, partners and clients
  • Self-motivated and ability to work with little supervision
  • Excellent written and verbal communication skills
  • Research experience an asset
  • General administrative skills, excellent computer skills, including MS Office Suite, Customer Relationship Management (Salesforce), and Project Management (Wrike) applications or other CRM and Project Management applications


  • Free onsite underground parking
  • Vacation & paid time off
  • Health/Dental/LTD/STD - available after 6-month probation
  • Flex dollars that can be used towards gym memberships, education reimbursement
  • Company events & social hours

Contract length: 12 months

Application deadline: 2020-07-03