Project Coordinator

The Role

Position Title:

Project Coordinator Full-time Permanent

Reports to: Director of Projects

Location: Hamilton, ON (Occasional Canada/USA and International travel)

Position Summary: The Project Coordinator is responsible for planning, coordinating and evaluating short term projects to support Medical Ministry International (MMI)’s mission. This role works closely with Global Partners and Volunteers to deliver Christ-centered and sustainable healthcare to those in need.

Key Responsibilities:

Project Management:

• Manage end to end project processes, from initial enquiry to closeout, for assigned countries and regions.
• Facilitate listing of approved projects on the website with relevant information.
• Make sure pre-and post-project documentation is received on time and complete.
• Setup systems for project execution (Neon,
• Monitor project implementation; identify and escalate issues when appropriate.
• Ensure compliance with MMI policies and procedures.
• Deliver personalized communications including acceptance letters, reminders, and project updates.
• Guide participants through travel requirements, insurance details, and country specific entry rules.

Communication & Stakeholder Coordination:

• Serve as primary liaison between Participants, Project Directors, Medical Directors, and Partner organizations.
• Provide clear, timely responses to inquiries and host virtual meetings to ensure consistent information flow across teams.
• Clean data in Neon, pull and prepare reports for Travel agent, Project Directors, and Medical Directors. QuickBooks, Photocircle & Survey Monkey).

Financial & Donation Management:

• Track and process Participant donations, including pre authorized payments.
• Ensure accurate invoicing, fund assignment and closing of Participant accounts.
• Guide Participants on creating and closing fundraising pages in Neon as well as provide backend support for troubleshooting.
• Process cancellations and reimbursements; and request fund transfers to the field.

Logistics & Administrative Support:

• Coordinate Participant supply lists and ware house packing requirements.
• Manage Travel coordination, on-route accommodation booking and insurance.
• Ensure timely preparation and shipment of Participant materials (T shirts, badges, lanyards, luggage tags).

Other

• Support other Ministry areas or specific duties, assigned by the Director of Projects.

Education and Experience

• Undergraduate degree in a relevant field (missions or healthcare or non-profit).
• Minimum three to five years’ experience in leading projects.
• Spanish or any other foreign language skills preferred.

Abilities & Skills

• Good organizational, time management and prioritizing skills.
• Attention to detail in all areas of work and ability to summarize content.
• Able to work well under pressure and meet set deadlines.
• Ability to work both independently and collaboratively in a team.
• Excellent communicator, able to build strong relationships with stakeholders.
• Advanced proficiency in Microsoft Office suite, Neon CRM, and QuickBooks.

Missions Mindset

• The successful candidate will demonstrate a strong commitment to “One MMI, One Mission” strategy, uphold MMI Christian community statement principles, steward resources responsibly, and actively advance the organization’s unified mission

The Process

Please submit a cover letter and resume to jobs@mmi.org Applications will be reviewed on a rolling basis, and interviews will take place throughout the posting period. The position will remain open until the right candidate is found.

A successful vulnerable sector police background check is a requirement and a prerequisite along with a minimum of two references.

All employees must comply with the mission and values of Medical Ministry International.

Medical Ministry International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. We offer an environment that will support you in reaching your potential. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in their cover letter when they apply.