Project Support Coordinator jobs

INTRODUCTION

The Canadian Telecommunications Association (the “Association”) is a national, not-for-profit industry association representing major telecommunications service providers and suppliers in Canada. Our mission is to support the development of a world-class telecommunications network infrastructure, while promoting innovation, safety, and collaboration across the sector.

One of our flagship programs is the Structure, Tower and Antenna Council (“STAC”) – a collaborative platform of industry experts working to ensure communications towers in Canada continue to be constructed and maintained to the highest possible standards of safety and efficiency.

Reporting to the STAC Program Manager and the STAC Operations Manager, the STAC Project Coordinator will support projects focused on workplace safety within Canada’s telecommunications tower industry. The STAC Project Coordinator will be responsible for supporting key safety initiatives, coordinating communications related to product recalls and safety alerts, supporting member-led project teams, and maintaining relevant safety content on the STAC member-only website. The STAC Project Coordinator plays a supportive role in enhancing industry-wide awareness and compliance through communication, collaboration, and resource development. The STAC Project Coordinator also plays a crucial role supporting the successful execution of the STAC annual conference and exhibition, as well as numerous other networking events throughout the year, and a golf tournament every two years.

The STAC Project Coordinator must have professional working proficiency in French in order to fully support the growing French presence throughout STAC.

The responsibilities of this role may be subject to change and may include other duties not listed herein, as required and as the evolving needs and objectives of the Association dictate, pursuant to the STAC Project Coordinator’s Employment Agreement.

References to specific tools, platforms, or systems (including the Association’s Z-drive, MailPoet, and the STAC website) reflect those in use as of the date of the STAC Project Coordinator’s Employment Agreement and may be updated or replaced from time to time at the discretion of the Association.

PRIMARY RESPONSIBILITIES

STAC Conference and Other Industry Events

Assist with various tasks assigned by the STAC Operations Manager with respect to administering the STAC Conference.

Coordinate with speakers to ensure timely submission of presentations, prepare moderator and monitor notes for conference sessions, and organize meetings and presentation logistics.

Provide on-site support, including:

• Registration desk support.
• Set-up of registration area.
• Set-up and take-down of presentations.
• Review of conference materials before finalization, including agenda session descriptions, speaker biographies.
• Assist with sponsorship fulfilment.
• Session room set-up, ensuring each room contains the STAC binder, banner, appropriate AV, ensuring AV has the correct set of slides for the presentation.
• Help support the successful move-in and move-out of exhibitors.
• Ensure speakers have arrived, are advised of when and where they need to be, and assist with questions from speakers.
• Ensure speakers are welcomed and thanked for their participation.
• Other duties as required by the STAC Program Manager and/or STAC Operations Manager.

Coordinate social-media messaging with respect to the Conference, as delegated by the STAC Program Manager, the STAC Operations Manager or the Director of Marketing and Communications.

STAC Committee Work

Assist and support the STAC Program Manager with managing the health and safety aspects of STAC, and the work of the following STAC committees:

• Workplace Health & Safety Standards Committee
• Contractor Qualifications Committee
• Engineering Guidelines & Practices Committee
• Radiofrequency Awareness Committee
• Roadway Safety Committee
• (collectively, the “PM Committees”)

Assist and support the STAC Operations Manager with managing the operational and administrative aspects of STAC, and the work of the following STAC committees:

• Women of STAC
• New & Emerging Technologies Committee
• Industry Workforce Committee
• French Language Services Committee
• Steering Committee
• (collectively, the “OM Committees”)

Additional Committee Work:

• Respond to member correspondence, including contacting speakers for final presentation files and preparing materials for the STAC member-only website.
• Provide logistical support for PM and OM Committee meetings (including: set-up, technological assistance, and follow-up communications).
• Produce draft meeting notes and action items within one week of each PM and OM Committee meeting, and review and finalize those drafts across all PM Committees.
• Undertake document control, including appropriate use of the Association’s Z-drive, uploading documentation to the STAC member-only website, and ensuring the use of version control and proper naming conventions.
• Identify documents and copyright materials for publication.
• Support with ongoing social media content creation, specifically for publication on LinkedIn, as it relates to Women of STAC.
• Organize and prepare for bi-weekly project team meetings and other PM and OM Committee meetings as appropriate.

Member Communications and Engagement

• Prepare drafts of health and safety content for inclusion in the STAC monthly newsletter.
• Distribute the STAC monthly newsletter via the MailPoet platform.
• Assist with maintaining and updating STAC’s member-only website, including posting meeting notes, newsletters, and resources.
• Assist with the management of the future STAC website upgrade, including obtaining quotes, creating the project timeline and critical path, identifying milestones, and organizing all related documentation on the Association’s server.
• Develop, curate, and post social media communications in collaboration with the Director of Marketing and Communications.
• Administer the STAC member portal, including setup for new members and ongoing up-dates.
• Address ongoing questions and support requests from current members in a timely and professional manner.
• Develop and distribute regular email blasts to STAC members for the various STAC Committees.
• Support the STAC Operations Manager with keeping up-to-date records of members, sponsors and exhibitors in good standing, and those in arrears.

Health and Safety – Tasks to be reviewed and overseen by the STAC Program Manager

• Responsible for daily monitoring of supplier websites and industry sources to identify pertinent safety alerts, product recalls, and stop-use notices.
• Coordinate with the STAC Steering Committee to validate and respond to identified issues.
• Draft recall notices and safety-related articles to be sent to the Steering Committee prior to publication on the STAC website.
• Ensure content relevance of Canadian telecommunications safety issues and emerging trends.
• Maintain relevant safety content on the STAC member-only website and draft e-blasts to be distributed to STAC members.
• Leverage existing industry contacts and technical knowledge to identify credible and impactful resources.

Governance – Tasks to be reviewed and overseen by the STAC Operations Manager

• Manage the annual STAC Steering Committee nomination process, including meeting preparation, scheduling, and documentation.
• Coordinate STAC Awards nomination and selection process in conjunction with governance updates.

Budget Management – Tasks to be reviewed and overseen by the STAC Operations Manager

• Maintain accurate and up-to-date financial tracking records for all STAC revenues and expenditures.
• Coordinate with the accounting team on routine invoicing, payment follow-ups, and refund processing.
• Compile budget-related data, including prior year actuals and supporting documentation, for annual budget proposals.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Wellness program
• Work from home

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Experience:

• Project coordination: 1 year (preferred)

Language:

• English (required)
• French (required)

Licence/Certification:

• Working at Heights Certificate (preferred)

Location:

• Ottawa, ON K2P 2K3 (preferred)

Willingness to travel:

• 25% (preferred)

Work Location: Hybrid remote in Ottawa, ON K2P 2K3