Project Coordinator, Capital Projects

Avenue.io Inc.; Edmonton; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive salary and pension

Employer-paid health, vision & dental

Health & Wellness Spending Account

EFAP – Employee and Family Assistance

Paid Time Off + Christmas break

35 hours per week

Job summary

Edmonton Catholic Schools is seeking a Project Coordinator to join the Capital Projects department within the Facility Services team. The role supports planning, design, procurement, construction, commissioning, and close-out of capital construction and facility modernization projects across the division.

Responsibilities include project coordination, document control, procurement support and contract administration, stakeholder communications, and technical assistance to ensure projects are

Qualifications

• Diploma or certificate in architectural technology, building construction tech, construction engineering tech, project management, facilities management, or related field.
• Experience supporting construction, facilities, infrastructure, or capital projects is preferred.
• Public sector/school facilities experience is a plus.
• Knowledge of records management and related compliance is helpful.

Responsibilities

• Assist with project initiation, scope development, site investigations, estimates, schedules, risk tracking, design coordination, construction administration, commissioning, occupancy readiness, and close-out.
• Coordinate activities across multiple concurrent projects and follow up on commitments, approvals, and actions.
• Prepare project charters, meeting agendas/minutes, status reports, dashboards, and other project documentation.
• Monitor milestones, deliverables, budget commitments, changes, risks, and issues; escalate as needed.
• Coordinate with school operations and internal departments to minimize disruption and support safe project implementation.
• Maintain accurate project files, drawings, contracts, permits, budgets, and records per Division requirements.

Skills

AutoCAD

Project coordination

Documentation management

Stakeholder communication

Reading drawings

Microsoft 365

Education

Diploma in Architectural/Construction/Project Management/Facilities related field

Tools

AutoCAD

Microsoft 365

Job description

Edmonton Catholic Schools is seeking a Project Coordinator to join the Capital Projects department within the Facility Services team!

The Project Coordinator, Capital Projects, supports the planning, design, procurement, construction, commissioning, and close out of capital construction, modernization, modular classroom, renewal and facility improvement projects throughout the division. This role provides project coordination, document control, procurement and contract administration support, stakeholder communication, and technical assistance to deliver projects. The Project Coordinator maintains current project records, works with consultants, contractors, school administrators, internal departments, municipal authorities, and other Government of Alberta representatives to support the successful completion of multiple concurrent projects. The Project Coordinator contributes to the organization's goals of efficient and effective facility infrastructure management.

RESPONSIBILITIES & ACTIVITIES

Support Project Planning and Delivery (30%)

• Assist with project initiation, scope development, site investigations, estimates, schedules, work plans, risk and issue tracking, design coordination, construction administration, commissioning, occupancy readiness, and close-out.
• Coordinate assigned activities and deliverables across multiple concurrent projects and follow up on commitments, decisions, approvals, and outstanding actions.
• Prepare project charters, meeting agendas and minutes, status reports, briefing materials, dashboards, presentations, and other project documentation.
• Monitor milestones, consultant and contractor deliverables, budget commitments, project changes, risks, and emerging issues; identify variances and escalations requiring direction or approval.
• Coordinate work with school operations and internal departments to reduce disruption and support safe, orderly project implementation.

Maintain Project Documents, Drawings, and Records (30%)

• Maintain complete, accurate, and current project files, drawings, specifications, contracts, permits, schedules, budgets, reports, correspondence, and approval records in accordance with Division requirements.
• Administer document control processes, including drawing and specification revisions, design submissions, addenda, requests for information, submittals, site instructions, proposed changes, change orders, deficiency lists, and decision and action logs.
• Update existing technical drawings and prepare layouts or record drawings using AutoCAD or other approved software, as required.
• Coordinate the distribution, review, collection, filing, and retrieval of project information among internal stakeholders, consultants, contractors, and authorities having jurisdiction.
• Collect and organize close-out records, including as-built drawings, operation and maintenance manuals, warranties, commissioning records, training documentation, permits, approvals, and asset information for turnover to Facility Services operations.

Coordinate Stakeholders, Government Agencies, and Regulatory Approvals (20%)

• Act as a project liaison with school administrators, Educational Planning, Procurement Services, Finance, Information Technology, Maintenance, Custodial Services, Learning Services, and other internal stakeholders.
• Liaise with the City of Edmonton and other municipalities, Alberta Infrastructure, Government of Alberta representatives, utility providers, regulatory agencies, consultants, and contractors.
• Coordinate development permit, building permit, utility, inspection, occupancy, and other authority submissions; track comments, conditions, approvals, and required follow-up.
• Coordinate stakeholder reviews and consultations, document requirements and decisions, and provide timely information regarding project scope, schedule, impacts, and progress.
• Maintain professional working relationships and support clear, consistent communication among project participants.

Support Reporting, Close-Out, and Continuous Improvement (20%)

• Prepare and maintain project financial summaries, forecasts, status reports, dashboards, and records required for internal reporting or funding accountability.
• Support substantial performance, final completion, commissioning, training, occupancy, warranty, and post-project review activities.
• Assist with warranty tracking and coordination of outstanding deficiencies following turnover.
• Develop and improve templates, checklists, workflows, standards, and project tracking tools to promote consistent project delivery and records management.
• Maintain technical knowledge through professional development and perform other related duties as assigned.

KNOWLEDGE, SKILLS & COMPETENCIES

Knowledge

• Diploma in Architectural Technology, Building Construction Technology, Construction Engineering Technology, Project Management, Facilities Management, or a related area.
• Minimum two (2) years of related experience supporting construction, facilities, infrastructure, or capital projects. Experience working in public sector and/or school facilities considered an asset.
• AutoCAD certification is an asset.
• Project Management Professional (PMP), or Certified Associate in Project Management (CAPM) designation is an asset.
• Proficient understanding of construction methods, building systems, and terminology.
• A valid Class 5 driver’s license or access to reliable transportation for travel to project sites.
• General knowledge of the Division’s operations and business and general understanding of the Division’s mission and vision in a faith-based environment.
• Knowledge of records management principles, the Protection of Privacy Act (POPA), and the Access to Information Act (ATIA).
• Knowledge of workplace safety and awareness of Occupational Health and Safety regulations.
• Knowledge and alignment with the Division's administrative procedures.

Skills

• Proficiency in AutoCad and Microsoft 365 applications.
• Strong project coordination, document management, and administrative support skills.
• Excellent time management and organizational skills with the ability to manage multiple priorities.
• Ability to build and maintain positive working relationships with internal and external stakeholders.
• Effective written and verbal communication skills.
• Ability to read, interpret, and maintain construction drawings, records, and specifications.

Competencies

• Accountability: Takes ownership of assigned work and follows through on commitments
• Attention to Detail: Maintains accurate records and documentation
• Collaboration: Works effectively with teams and stakeholders
• Adaptability: Responds positively to changing priorities and project requirements
• Customer Service Orientation: Provides responsive and professional support
• Initiative: Proactively identifies issues and seeks solutions

What We Offer

• Make a real difference: Your expertise directly impacts the success of the division’s administrators, teachers, students, and parents.
• Be part of a dynamic team: Be part of a collaborative team that works with many diverse groups and builds meaningful connections.
• Continuous learning: Embrace new technologies and challenges, growing your technical skillset through provided training opportunities.
• Competitive salary and pension. 100% employer-paid benefits, including: Health, Vision, and Dental.
• A Health/Wellness Spending Account.
• EFAP – Employee and Family Assistance Program.
• Paid Time Off, including vacation time, personal days, and Christmas break.
• 7-hour workdays, 35 hours per week for a 1.0 FTE.