Project Coordinator Level 1

Williams Engineering Canada Inc.; Vancouver; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

A prominent engineering firm in Vancouver, BC, is seeking an experienced Senior Administrative Professional to support technical projects by coordinating activities and resources efficiently. The role focuses on project scheduling, documentation management, and providing technical support. Ideal candidates should have two years of administrative experience in an engineering environment, possess strong communication skills, and be proficient in various software tools. This position requires adhering to safety policies and is based at the regional office with a minimum one day in the office.

Benefits

Open-door team environment

Fair compensation and training opportunities

Responsibilities

• Coordinate with PM’s on project scheduling of milestone dates.
• Manage daily project correspondence on behalf of the PM.
• Maintain accurate project record documentation and files.
• Execute proposals utilizing company sales platform.
• Provide technical support for unique proposals.
• Support Project Managers with schedule updates.
• Create and execute project work plans.
• Ensure Peer Review is completed for projects.
• Assist Marketing with Project Profiles.
• Communicate effectively with clients to evaluate solutions.
• Track and coordinate responses during Construction Phase.

Skills

Proficient in QA/QC standards

Excellent interpersonal skills

Effective organizational and time management

Basic understanding of budgeting, scheduling

Education

Two years of related work experience in a Senior Administrative Role

Experience in an engineering project delivery environment

Tools

Vantagepoint

PowerBI

PandaDoc

MS Office

Job description

At Williams Engineering Canada, we brighten the lives of people in our community.

Knowing what we do reaches beyond a single project, we believe it's not only our responsibility but our core purpose to engineer cities that are safe, inclusive, and resilient.

We believe in the value of shared knowledge to better consult, create, and encourage diverse perspectives, to provide innovative solutions across the busiest cities and the most remote regions of Western and Northern Canada. We recognize that our people do much more than engineer solutions and solve our clients' greatest challenges; they have the opportunity to impact the communities in which they live, work, and build relationships in. In order to make a positive impact on our communities, we must start by positively impacting our own people. To us, this means providing fair compensation, training, advancement opportunities, and an open-door team environment.

We’re proud to be certified as a Great Place to Work®, reflecting our commitment to fostering a positive, inclusive, and collaborative workplace. Our team members thrive in an environment that values growth, innovation, and respect. Join us, and experience firsthand what makes our culture truly exceptional!

There are many why remote working helps people have more control over their work and balance their lives, that’s why at Williams Engineering, we believe a remote work strategy makes business sense and helps us achieve our purpose of brightening the lives of people in our communities by reducing our carbon footprint.

Reports to: Team Lead, Project Controls

Based at: Regional Office (Vancouver - minimum one day in office)

Position Purpose: Responsible for understanding Project Manager’s and client’s requirements and coordinating activities and resources in support of technical projects, within the set schedule and budget.

Specific Responsibilities Include

• Coordinate with PM’s, project scheduling of milestone dates for meetings, deliverables, and drawings as required.
• Manage daily project correspondence on behalf of the PM
• Maintain accurate project record documentation and project files.
• Execute proposals utilizing company sales platform (PandaDoc) and assist proposal team on larger custom proposals.
• Provide technical support for large and/or unique proposals through research, compiling and preparation of information and support documents as requested and required by the PM.
• Support Project Managers by updating teams on project schedule changes, etc.
• Create and execute project work plans and revise as appropriate to meet changing needs and requirements under direction of the PM.
• Ensure Peer Review is setup/completed for projects.
• With PM oversight, create and execute project work plan and revise as appropriate to meet changing needs and requirements.
• Assist Marketing with Project Profiles.
• Communicate effectively with clients to identify needs and evaluate alternative solutions.
• Continually seek opportunities to increase customer satisfaction and deepen client relationships.
• Build a knowledge base of client's business, organization and objectives.
• Prepare industry related contracts (ACEC’s, CCDC’s)
• Coordinate project close-out functions
• Track and coordinate responses for all SD, RFI, PNoC, ECO, etc. during Construction Phase
• Employees are required to adhere to the company and client safety policies and practices in effect at any given time.

Qualifications and Experience

• Two years of related work experience in a Senior Administrative Role
• Experience in an engineering project delivery environment

Skills and Competencies

• Proficient in QA/QC standards.
• Develop lasting relationships with client personnel that foster client ties.
• Basic understanding of budgeting, scheduling and billing procedures.
• Excellent interpersonal skills; a person who listens well, respects diversity of opinions and has an open, clear and succinct communication style.
• A results oriented and decisive individual with the ability to coordinate effectively.
• Effective organizational and time management skills in handling multiple priorities, performing a variety of tasks, and meeting required deadlines.
• Experience and good judgement to plan and accomplish ambitious but achievable goals.
• The knowledge to represent the company to the staff, clients and community by ensuring the best image is presented.
• Application knowledge of WE systems and programs (including Vantagepoint, PowerBI, PandaDoc, MS Office, etc.)
• Have the ability to apply for a Federal security clearance in order to work on institutional projects, as required.