TheProject-RFx Coordinator is responsible for supporting the planning, execution, and completion of cybersecurity projects delivered to our customers. RFx responsibilities include managing the coordination of response activities and ensuring the development and delivery of the final RFx submission.

The role requires coordination between both customer and iON technical teams and their leadership, as well as various other stakeholders, to ensure projects are delivered on time, within scope, and in alignment with business objectives. The Project-RFx Coordinator will assist with project/RFx documentation, scheduling, resource and deadline tracking, and communication to ensure seamless project/RFx delivery in a fast-paced, environment with multiple competing demands.

Key Responsibilities

• Planning & Coordination
• • Coordinate project activities, resources, and information
  • Maintain detailed project plans, tracking progress, deadlines, and deliverables to ensure alignment with expectations and objectives.
  • Schedule and coordinate project meetings, including preparing agendas, taking meeting minutes, and ensuring follow-up on action items.
  • Coordinate and manage the RFx response process, from intake to ready for final submission

• Stakeholder Communication
  
• • Serve as a liaison between project teams and customers, ensuring clear communication on project activities, status, risks, and challenges.
  • Facilitate regular updates and reporting to internal and external stakeholders, including project progress, key milestones, risks, and any deviations from the plan.
  • Coordinate the flow of information between technical teams and non-technical stakeholders, translating technical terms into business impacts when necessary.
  • Liaison with internal teams, SMEs, partners etc. to gather responses and clarify requirements.

• Risk & Issue Management
• • Assist in identifying, tracking, and mitigating project risks including schedule, resource availability, and outcomes.
  • Escalate critical issues to appropriate leadership including the iON Project Management Office, iON Service Delivery leadership, and customer leadership. Collaborate as required on resolution strategies.
  • Maintain project risk logs and work with teams to implement appropriate mitigation plans.

• Resource Management & Coordination
• • Track technical resource availability and utilization within the context of project requirements including schedule and budget.
  • Provide an initial point of escalation for project resources and help ensure that they have what they require to deliver to expectations,
  • Monitor and report on project expenditures, ensuring adherence to financial guidelines.
  • Manage RFx response timelines, track progress and ensure timely submission.

• Documentation & Reporting
• • Maintain detailed and organized project documentation, including project charters, work breakdown structures (WBS), timelines, and risk registers.
  • Prepare and distribute weekly project status reports, providing updates on key deliverables, milestones, and risks.
  • Update and maintain templates, tools, standards and methodologies.
  • Drafting, editing, and proofreading RFx response content.
  • Manage RFx response related files, updates, and records in relevant systems.
  • Ensure RFx final response is well-written and formatted.

• Project Support & Continuous Improvement
• • Support the team with administrative tasks related to project management, such as task assignments, deadline tracking, and change requests.
  • Collect and analyze project performance metrics to identify areas for process improvement.
  • Participate in post-project reviews and retrospectives, capturing lessons learned and recommendations for future projects.

Qualifications & Experience

Education:

• Certificate or previous experience in Project Coordination/Management
• Degree in Computer Science, Information Technology, Business Administration, or a related field.

Experience:

• 1+ years of experience as a Project Coordinator in an IT infrastructure, cybersecurity, or related field.
• Experience with project management methodologies (Agile, Waterfall, Scrum) and tools (Jira, Asana, MS Project).
• Proficiency in using Microsoft Office Suite (Excel, PowerPoint, Word) and project management software.
• Experience with Salesforce, Service Now and RocketDocs is an asset.
• Experience with contracts and RFx responses is an asset.

Skills & Competencies:

• Excellent written and verbal communication skills, with the ability to translate technical issues into business-friendly language and interact professionally with technical and non-technical stakeholders.
• Strong analytical skills with the ability to identify project risks and develop mitigation strategies.
• Exceptional organizational skills and ability to work under pressure and coordinate multiple projects simultaneously while adhering to deadlines.
• Highly detail-oriented with a strong ability to review and analyze past responses, identify patterns, and extract key information.
• Problem-solving mindset, with the ability to think critically and provide solutions to project-related challenges.
• Self-starter who can work independently and will take initiative when necessary.
• Understanding of cybersecurity principles, technologies, and standards is an asset.

Additional Information

• As a requirement of this position, the successful candidate must satisfy and receive clear results for a Criminal Record Check.