Project Coordination and Operations Administration Intern Co-op (12 Months)
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Job Summary
Role Overview
Are you a master of organization who loves seeing a plan come together We are looking for a high-energyProject Coordination and Operations Administration Internto join our team.
This is a unique dual-track role where you will spend 50% of your time supporting our Professional Services team as a Junior Project Manager and 50% ensuring our Toronto headquarters and corporate operations run like clockwork.
The successful candidate is a solution-finder who takes pride in a well-run office and can seamlessly pivot between high-level project tracking and essential administrative execution.
Key Responsibilities
- 1. Professional Services & Project Coordination (50%)
- Project Governance:Assist in the creation and maintenance of core project documents including Charters Kick-off decks and Project Plans.
- Monitoring & Reporting:Maintain theRAID log(Risks Actions Issues Decisions) draft weekly status reports and ensure Jira boards are up to date.
- Meeting Lifecycle:Own the logistics for stakeholder meetingsfrom scheduling across time zones in Google Calendar to capturing precise minutes and tracking action items.
- Data Analysis:Use NetSuite JIRA and Excel to extract data and create reports that help leadership visualize project health.
- 2. Operations & Facilities Management (50%)
- Real Estate & Facilities:Serve as the primary liaison with the Toronto office landlord and property management. Coordinate maintenance requests office repairs suite access/security fobs and fire evacuation readiness.
- Insurance Tracking:Maintain an organized repository of corporate insurance policies. Track renewal dates coordinate with brokers for updated certificates of insurance (COI) and ensure compliance requirements are met.
- Vendor Management:Manage relationships with office vendors (cleaning services snack/coffee delivery shredding etc.) and ensure timely processing of invoices and service quality.
- Audit & Compliance Support:Assist the Operations team with yearlySOC auditevidence collection ensuring office access logs and physical security protocols are strictly followed.
- Clerical & Admin Support:Handle incoming/outgoing mail and couriers. Organize digital filing systems and maintain internal documentation inConfluence.
- Health & Safety:Act as a key member of the Joint Health and Safety Committee (JHSC) ensuring the office meets Ontario health and safety standards and coordinating regular inspections.
- Special Projects:Assist the Operations team with ad-hoc projects ranging from office layout changes to organizing internal team events and catering.
Technical Requirements
- Education:Currently enrolled in or a recent graduate of a Business Project Management or related program.
- The Toolkit:High proficiency inGoogle Workspace(Sheets: VLOOKUPs/Pivots are a must) or Microsoft Office. Experience withSlackZoom andConfluenceis a significant plus.
- PM Tools:Familiarity withJira Confluence or NetSuiteis a significant advantage.
- Methodology:A basic understanding ofAgile/Scrumor theSDLC(Software Development Life Cycle).
Soft Skills (The Must-Haves)
- Extreme Organization:You can prioritize a high volume of tasks and follow up on small details without reminders. Exceptional attention to detail.
- The Mindset:A service-oriented can-do attitude with the ability to take full ownership of the office environment.
- Proactive Communication:You provide concise status updates and flag risks before they become problems. Good interpersonal skills to effectively deal with vendors and communicate with the property owner.
- Active Listening:You can sit in a complex technical meeting and accurately capture the who what and when of action items.
- Adaptability:You stay calm when project scopes shift or office priorities pivot.
- Physicality:Ability to lift/carry up to 30 lbs for office deliveries or event setups.
$20 - $25 an hour
Why Join Us
This isnt your typical coffee-run internship. You will be embedded in the core of our business gaining hands-on experience in:
Project Management Office (PMO)workflows.
Corporate Operationsand Risk Management.
Stakeholder Managementacross various seniority levels.
Our location is downtown Toronto in a small office the time of the posting Univeris is working in a hybrid model in the office three times a week.
At Univeris we embrace diversity and inclusion. We welcome applications from qualified individuals from all backgrounds.
Persons with disabilities who need accommodation in the application process may e-mail a request toemailprotected.
We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.
We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.
Required Experience:
Intern
Key Skills
- Microsoft Office
- Organizational skills
- Growing Experience
- FileMaker
- Microsoft Outlook
- Microsoft Word
- Microsoft Powerpoint
- Research Experience
- Microsoft Excel
- Project Management
- Project Management Software
- Auto Restoration
About Company
Univeris Advisor™ is the flagship portfolio management system from Univeris designed to help you to run your business at optimum efficiency, at low cost, and at scale.
