Project Coordinator

SUMMARY:

The Project Coordinator is responsible for assisting in various technical and administrative tasks related to recurring and non-recurring projects. Responsible for overseeing all administrative aspects of red light and speed camera construction projects as instructed by the Project Manager, including ensuring deadlines and compliance requirements are met. The successful candidate will be seldom responsible for providing administrative support to the team, including tasks such as ordering office materials, maintaining the office environment, and completing other miscellaneous tasks as needed. Project Coordinator will be responsible for building and maintaining working relationships with team members, vendors and other departments involved.

We are seeking a highly motivated and proactive individual with a technical or construction background, who has experience working with project lifecycles and managing multiple tasks and projects with competing deadlines. The ideal candidate will bring a fresh perspective, a positive attitude, and a strong work ethic to the role, and will be assertive, self-motivated, and able to work independently with minimal supervision. They will be a proactive problem-solver, able to take the lead on tasks and projects, and comfortable communicating with colleagues and stakeholders at all levels, with a strong ability to build relationships and get things done with a positive and outgoing personality

RESPONSIBILITIES:

Other specific duties include, but are not limited to:

• Managing project life cycle for small projects independently.
• Tracking daily progress of all projects as directed by the Project Manager and keeping detailed records of the project at every stage.
• Catching and assessing any issues or risks that may arise and reporting them to the Project Manager.
• Assisting the Project Manager with reporting, administrative functions, and processes
• Overseeing the management of project assets, including inventory tracking and procurement.
• Managing and organizing project documentation and contracts

RESPONSIBILITIES (CONTINUED):

• Finding new vendors and assisting with negotiating pricing
• Managing and tracking project orders, logging dates and following up with vendors
• Advising senior management on matters requiring escalation.
• Providing daily support to project team as directed by management.
• Arrange project meetings and take meeting minutes.
• Produce weekly Construction schedules and update clients.
• Be available for on-site client support as required.

SECONDARY RESPONSIBILITIES:

We are seeking a candidate who is based in the Greater Toronto Area (GTA) and has a reliable vehicle, as occasional in-office work and travel to client sites may be required out of the city or province. While we offer some flexibility, this role is not suitable for fully remote work. However, we do offer the possibility of occasional remote work arrangements in the future, pending business needs and performance. The ideal candidate should be able to commute to our Mississauga office as needed and be flexible with their work arrangements.

SECONDARY RESPONSIBILITIES (CONTINUED):

Secondary Responsibilities (but not limited to):

• Create/ Manage Purchase orders.
• Distribute as-built drawings.
• Assist with organizing internal paperwork/filing.

REQUIREMENTS:

• Education: Construction, Technical, or IT related degree/diploma (ideal but not required)
• Two years of working experience within a technical/engineering/construction environment
• Two years Project Coordination / Project Administrator experience
• Strong understanding of the project management processes
• Experience with SAP is preferred but not required.
• Proficiency in using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• A high level of Excel functionality (conditional formatting, formulas, pivot charts, etc.) is strongly preferred.
• G2 or G class driver’s license required

REQUIREMENTS (CONTINUED):

• High attention to detail, accuracy, and presentation of work output.
• Excellent communication skills, both written and verbal in English
• Must possess “soft skills”: conflict resolution and negotiation, personal effectiveness, creative problem solving, strategic thinking, team building, and influencing skills. The ideal candidate would be assertive and be able to follow up without being asked.
• Team player with a strong desire to learn and advance individual skillset.
• Ability to multitask and manage work in a fast-paced, deadline-driven environment.
• Excellent attention to detail, paperwork organization; and problem-solving skills
• Effective interpersonal skills to coordinate with clients, subtrades, and coworkers
• Must possess excellent ability to multi-task and maintain a high level of work organization

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use of hands or fingers to handle, or feel objects, tools or controls and keyboarding; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk and hear.
The employee must occasionally lift and/or move up to 25 pounds.