IT Project Coordinator (Canada, Remote)

Our client is a Canadian wealth management firm that works with a large network of independent financial advisors. As part of a firm-wide compliance initiative, they're rolling out a new email auditing and archiving solution across that network, and to support it, a number of advisor email domains need to be migrated onto supported platforms ahead of a fixed deadline. They are hiring an IT Project Coordinator to drive those migrations across the advisor network and get every domain compliant in time.

You'll work directly with non-technical users to assess how their email is currently set up, explain what needs to change and why, and coordinate their move to a compliant provider. It's a hands-on migration coordination role: you'll own a high volume of parallel, relationship-driven conversations and keep them all moving against a hard deadline.

This is a mid-level role suited to someone with 2-4 years of coordination experience. You'll think in terms of timelines, status, and risk across dozens of accounts at once — running your own book of migrations independently while looping in technical resources when a configuration issue needs a deeper hand.

This is a 6-month initial contract. The role is fully remote and open to candidates located anywhere in Canada, though you'll need to work Eastern Time (EST) business hours.

Responsibilities:

Advisor Outreach & Discovery

Run outreach and discovery calls with independent advisors to understand their current email platform and domain configuration.
Explain, in plain and non-technical language, why their existing setup doesn't meet compliance requirements and what their options are.

Migration Coordination

Project-manage each advisor's migration to Microsoft 365 or Google Workspace, coordinating the journaling and archiving rules the compliance solution requires.
Coordinate resolution of domain, DNS/MX record, and mailbox configuration issues as they surface, looping in technical resources where needed.

Tracking, Escalation & Reporting

Track migration status across all advisor domains and flag at-risk or resistant accounts early.
Escalate non-responsive or non-compliant advisors according to the client's escalation process.
Manage the overall volume so that no account slips through against the deadline.

Mandatory Requirements

2-4 years of experience in migration, onboarding, change management, or similar project coordination.
Excellent written and verbal English, with a real ability to explain technical and compliance concepts clearly to non-technical users.
Working knowledge of Microsoft 365 and Google Workspace administration, mailbox setup, domain verification, MX records, and journaling/mail flow rules, enough to guide and coordinate others through it.
Comfort managing a high volume of concurrent stakeholder relationships under deadline pressure.

Nice-to-Have

PMP certification is desirable.
Familiarity with any email archiving/compliance platform.
Experience in financial services or another regulated industry where recordkeeping and compliance matter.
Comfort with ticketing or tracker tools for status reporting across a large account list.

Of Note

Completed background checks will be required before the start date if you are selected as a winning candidate.

While we strive to respond to all applicants, please understand that due to the high volume of applications we receive, providing individual feedback or responses to every candidate may not be feasible. Rest assured that your application will be carefully reviewed and considered. We appreciate your understanding and interest in joining our team.