Project Coordinator

Perkins&Will; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading architecture firm in Ottawa seeks a Project Coordinator to manage project teams effectively. The ideal candidate has 4-6 years of relevant experience in architecture, design, or construction, with strong problem-solving skills and proficiency in software like Adobe Suite and MS Project. The position requires excellent communication skills and the ability to work independently in a hybrid model. The firm offers a competitive benefits package, including health and dental benefits, professional development reimbursement, and a supportive working environment.

Benefits

Competitive benefit package

Fitness and transit reimbursement

Health and dental benefits

Group RRSP

Parental leave top-up

Qualifications

• 4-6 years of related experience in architecture, interior design, construction or engineering.
• Industry experience is an asset.
• French is considered an asset.

Responsibilities

• Coordinate with consultants for timely invoicing.
• Order and sort out drawings/specifications.
• Prepare and assemble documentation for other parties.
• Assist Design Management team with data entry and file management.
• Update and manage various logs.
• Coordinate workflow between manager and team.
• Perform department administrative tasks.
• Update and follow up delegated tasks to ensure progress.
• Coordinate with departments for accurate information flow.
• Write effective meeting minutes.
• Create new templates to facilitate efficient processes.
• Master Project Tracking for status, invoicing, and scheduling.
• Oversee collection and process consultant invoices.
• Arrange travel for senior management.

Skills

Problem solver

Detail-oriented

Excellent verbal and written communication skills

Organized

Customer service driven

Ability to work with minimum supervision

Sense of initiative

Strength in collaboration

Tools

Adobe Suite

Microsoft Office

MS Project

Deltek Vision

Vision Resource Planning

Job description

We are looking for a Project Coordinator to join our Ottawa studio. The ideal candidate for this position will have a level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be 2 steps ahead at all times. You will have experience in architecture, interior design, construction or engineering supporting project teams. As the ideal candidate, you will have a positive and agile approach to keeping the environment organized and the team you support productive.

Duties and Responsibilities

• Coordinate with consultants for timely invoicing.
• Order and sort out drawings/specification.
• Prepare and assemble documentation to be issued to other parties.
• Assist Design Management team with data entry and file management.
• Update and manage various logs.
• Coordinate workflow between manager and the rest of the team.
• Perform department administrative tasks.
• Update and follow up delegated tasks to ensure progress to deadlines.
• Coordinate with other departments to ensure accurate information flow and contract invoicing.
• Write effective meeting minutes.
• Create new templates in order to facilitate more efficient processes.
• Master Project Tracking for status, invoicing and scheduling.
• Oversee collection.
• Process consultant invoices and billing.
• Expense reports.
• Arrange travel for senior management.
• Interface with various levels of clients & filter information to the right design team member for process of tasks.
• Other duties as assigned by project manager.

Qualifications

• Problem solver.
• Industry experience is an asset.
• Proficient with Adobe Suite and Microsoft Office.
• Experience with MS Project is an asset.
• Experience with Deltek Vision and Vision Resource Planning preferred.
• 4-6 years of related experience.
• Excellent verbal and written communication skills.
• Detail-oriented.
• Organized, pro‑active, self‑starter, able to work with minimum supervision.
• Customer service driven.
• Sense of initiative & strength in collaboration.
• French is considered an asset.

Our Studio

We are steps away from many amenities and also easily accessible by bike, public transportation and car. The studio is open concept and represents our collaborative approach to our work.

We are currently working a hybrid model with at least 4 days in studio.

Our package

• A very competitive benefit package that includes paying for association dues and professional development.
• Fitness and transit reimbursement.
• Health and dental benefits.
• Group RRSP.
• Parental leave top‑up.

At Perkins&Will we believe that inclusion spurs creativity, and that innovation is born from an engaged culture of diverse people and ideas. By moving beyond barriers and stereotypes of gender, race, color, religion, national origin, ancestry, age, medical condition, disability, sexual orientation, gender identity, veteran status; we are committed to building an organization that reflects the diversity of the communities and clients we serve. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.