Project Coordinator

GWAL; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading engineering consulting firm in Ottawa is seeking an organized and motivated individual for a project support role. Responsibilities include assisting with project planning, documentation, and coordinating with stakeholders. Ideal candidates are bilingual in English and French, with at least 2 years of relevant experience. This position offers competitive pay and benefits, along with numerous opportunities for career development within a recognized best workplace in Canada.

Benefits

Health or Lifestyle Spending Account

Access to virtual healthcare

Career development opportunities

Qualifications

• Minimum of 2 years of experience in a similar administrative or project support role.
• Demonstrated proficiency in relevant software tools.
• Ability to work independently and in a team.

Responsibilities

• Providing support in planning, executing, and reviewing project activities.
• Assisting with project-related documentation and proposals.
• Coordinating with subcontractors and project managers.

Skills

Bilingual proficiency in English and French

Proficiency in Microsoft Office Suite

Strong interpersonal skills

Organizational skills

Time management skills

Attention to detail

Proactive service-oriented approach

Education

Post-secondary diploma or certification in Business Administration

Tools

Project management software

Job description

Are you reliable, motivated, and intentional about setting high standards for the quality of your work? Do you strive to add value every day and communicate in ways that connect with the people around you? Are you committed to your team and investing in your own growth? If you answered YES to these questions, then GWAL is the place for you!

GWAL's Vision Is Centered On 3 Pillars

• Be the industry leading design engineering firm.
• Be easy to work with.
• Be the choice employer.

Founded 70 years ago, GWAL is an award-winning mechanical and electrical engineering consulting firm serving a broad range of public and private sector clients. Our team consists of licensed personnel in Ontario, Quebec, Nova Scotia, Manitoba, Alberta, and British Columbia. Officially incorporated in 1956 under the Ontario Charter, we now proudly operate as a division of Englobe. This partnership enhances our capabilities and resources, allowing us to better serve our clients while maintaining our established identity and commitment to excellence in engineering. Our competitive advantage allows us to consistently design and implement innovative mechanical and electrical systems for commercial, institutional, light industrial, and mixed-use residential and commercial buildings of all types and sizes, as well as engineering advocacy, expert testimony, sustainability and specialized studies.

Role

In your new role with GWAL, you will work under the direct supervision of the Office Manager and be accountable for:

• Providing direct support in planning, scheduling, executing, and reviewing project activities.
• Aiding project managers with project-related tasks and generate project-related information in the project management system.
• Assisting with sub-contractor coordination, including planning, scheduling, attending bidders' meetings, and site walkthroughs.
• Assisting in the preparation and compilation of proposals, cost estimates, and project documentation (reports, letters, memorandums).
• Assisting with the preparation of health and safety documentation in support of project activities.
• Researching and printing potential job opportunities from services like Merx for team review.
• Monitoring and prioritizing the shared inbox to address all incoming and outgoing administrative requests.
• Typing, proofreading, and finalizing a wide range of documents, ensuring they reflect the organization's standards.
• Scanning, processing, and electronically disseminating shop drawings and other key documentation via email.
• Archiving, retrieving, and file documents and emails in an organized and easily retrievable manner.
• Ensuring timely updates to Blue Sheets and Vision system.
• Assisting with the opening of new projects and input project-related information into the project management system.
• Assisting with the generation of purchase orders and project invoices.
• Reviewing project invoices and follow up on overdue payments.
• Responding to telephone, email, and in-person inquiries from clients, business partners, and subcontractors related to project activities.

What You'll Need To Succeed

• A post-secondary diploma or certification in Business Administration or a related field considered an asset.
• Minimum of 2 years of experience in a similar administrative or project support role.
• Bilingual proficiency in English and French (oral and written) required.
• Previous experience in an engineering, construction, or technical environment is a strong asset.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
• Superior interpersonal skills with a proven ability to build positive relationships with team members, clients, and subcontractors.
• Exceptional organizational, time management, scheduling, and prioritization skills.
• Keen attention to detail and a commitment to accuracy.
• Ability to work independently and as a team member in a fast-paced, deadline-driven environment, effectively managing multiple simultaneous tasks.
• A proactive, service-oriented approach with the ability to anticipate needs and take initiative.
• Strict adherence to maintaining confidentiality and a demonstrated commitment to health and safety rules.

What You’ll Get In Return

Competitive salary paid overtime after 40 hours, and benefits including a Health or Lifestyle Spending Account and access to virtual healthcare. But, more importantly, the opportunity to work for a leader in Engineering, project diversity, and a recently awarded Best Workplace in Canada! All our positions offer career development opportunities, job security and a great chance to learn with the best in your field.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At GWAL, we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Note: We're all about using smart tech to make hiring smooth and fair. Our AI helps us find the best fit for our team, but don't worry - our people leaders do the important selection work. Ready to see this in action? Apply now and let's get started!