Digital Project Coordinator – CDL & Hive

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.

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.

• 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

• Help set up new projects using standardized processes
• Set up and maintain the project workspace, dashboards, and communication channels (e.g., Slack)
• Prepare agendas for kick-off and check-in meetings

• 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

• 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

• 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

• 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

• Make sure project files are finalized and archived
• Help coordinate client surveys and case study development

• 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
• 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…