Project Coordinator

Perkins&Will; Vancouver, Calgary; Hybrid; CAD 61,000 - 78,000; Full time

Job summary

Perkins&Will in Vancouver, BC is seeking a Project Coordinator to support the Project Manager in keeping projects on schedule and on budget while upholding a high standard of design quality within the scope of work.

You will organize project activities, manage documentation, prepare meeting notes, and assist with progress reports across multiple projects. A Bachelor’s degree and 2+ years in a similar role are required; this is a full-time, hybrid position in a collaborative architectural studio.

Qualifications

• Prior experience in a similar position in an architectural studio, construction, or engineering firm is an asset.
• Strong communication skills: written and oral.
• Must be organized, able to multi-task, and be versatile across multiple projects.
• Interpersonal skills: supportive, helpful, approachable, collaborative.
• 2+ years in a similar role.
• Self-starter who can work well independently and with the team.
• Knowledge of Microsoft Outlook, Word, Excel, PowerPoint.
• Deltek.

Responsibilities

• Organizes and coordinates project activities
• Initiates Project Set-up, maintains and uploads contracts to Project App
• Maintains drawing insurance logs
• Coordinates distribution of hardcopy and digital documents
• Prepares meeting minutes and distributes after PM sign-off
• Tracks/logs incoming RFIs and Submittals
• Main resource for document control
• Enters progress items in Statslog and assists with monthly progress reports
• Compiles and issues site instructions
• Accesses/downloads remote documents, initiating local filing, and record keeping process
• Sets and maintains internal deadlines for the technical team (internal and external)
• Ensures understanding of the contract Scope of Work
• Project coordination including team correspondence, updating One Note with team correspondence, liaison with Project Managers, design staff, and outside consultants/contractors
• Schedules consultation coordination meetings
• Prepares consultant correspondence and coordination
• Prepares weekly project reports
• Plans and organizes reoccurring meetings
• Liaises with both internal parties to confirm status, receive and return completed assignments
• Coordinates submittals with project team
• Coordinates office activities to support Construction Contract Administration
• Assists with report writing
• Organizes and maintains Construction Contract Administration documentation
• Works with the team for site occupancy including recording deficiencies
• Data entry – such as entering preliminary data into contracts
• Assisting in preparation of presentations
• Cross-checking drawing sets for broken tags, incorrect references, and missing annotations
• Maintain project database, tech docs update, BIM Protocols, One Note, folder structure
• Ensure NDAs are signed and on file for new team members

Job description

Locations

• Vancouver, BC V6E3C9, CAN
• Hybrid
• Administrative
• Full-Time
• Requisition #: PROJE006163

Description

The Project Coordinator’s role is to complement the Project Manager’s role of ensuring that projects progress on schedule, on budget, whilst maintaining a high standard of quality that is within the scope of work.

DUTIES & RESPONSIBILIITES:

Managing Project Information

• Organizes and coordinates project activities
• Initiates Project Set-up, maintains and uploads contracts to Project App
• Maintains drawing insurance logs
• Coordinates distribution of hardcopy and digital documents
• Prepares meeting minutes and distributes after PM sign-off
• Tracks/logs incoming RFIs and Submittals
• Main resource for document control
• Enters progress items in Statslog and assists with monthly progress reports
• Compiles and issues site instructions
• Accesses/downloads remote documents, initiating local filing, and record keeping process
• Sets and maintains internal deadlines for the technical team (internal and external)
• Ensures understanding of the contract Scope of Work

Organizing and Coordinating Project Activities

• Project coordination including team correspondence, updating One Note with team correspondence, liaison with Project Managers, design staff, and outside consultants/contractors
• Schedules consultation coordination meetings
• Prepares consultant correspondence and coordination
• Prepares weekly project reports
• Plans and organizes reoccurring meetings
• Liaises with both internal parties to confirm status, receive and return completed assignments
• Coordinates submittals with project team
• Coordinates office activities to support Construction Contract Administration
• Assists with report writing
• Organizes and maintains Construction Contract Administration documentation
• Works with the team for site occupancy including recording deficiencies

Administrative Functions

• Data entry – such as entering preliminary data into contracts
• Assisting in preparation of presentations
• Cross-checking drawing sets for broken tags, incorrect references, and missing annotations
• Maintain project database, tech docs update, BIM Protocols, One Note, folder structure
• Ensure NDAs are signed and on file for new team members

Proficiencies

• Prior experience in a similar position in an Architectural studio, construction, or engineering firm is an asset

• Strong communication skills: written and oral
• Must be organized, able to multi-task, and be versatile as you will be working on multiple projects and working with other P&W offices
• Interpersonal skills: supportive, helpful, approachable, collaborative
• A desire to engage and invest in our firm and project goals of design excellence, building performance, sustainability at all scales, and rigour in execution and delivery.
• 2+ years in a similar role
• Self-starter who is able to work well independently and with the team

Software

• Knowledge of Microsoft Outlook, Word, Excel, Power Point.
• Deltek.

Licensure/Certifications/Education

• Bachelor’s degree.

At the time of posting this job advertisement, the annual pay salary range for this position is between $61,300 – $78,300. Compensation placement will be determined based on the successful candidate's qualifications, relevant experience, skills, and internal equity considerations.

For a glimpse of what it’s like to work at Perkins&Will watch our video on what we like most about working here.

We thank all interested candidates but due to the volume of applications we receive, only candidates selected for an interview will be contacted.

At Perkins and Will, we value diversity, inclusion, and equity. Our teams work collaboratively and respect each person’s unique perspective and contribution. Our diverse teams fuel innovation and creativity, which in turn support our excellence in design.

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.