Project Coordinator/Senior Project Coordinator

Squarespace, Inc; Edmonton; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive pay and benefits

Extended health care and dental care

RRSP matching

Share program eligibility after one yr

Job summary

Synergy Projects Ltd. is seeking a Project Coordinator/Senior Project Coordinator to join the team and help coordinate workflow for construction projects. You will support project managers, maintain filing, and ensure documentation is current across all platforms.

The role requires direct administrative support, scheduling, and collaboration with trades and suppliers, with pay based on experience. Alberta-based construction firm with a focus on commercial/build-out projects.

Qualifications

• Five+ years of experience in the construction industry or related field.
• Proficient in Microsoft Office suite and site documentation handling.
• Strong organizational and communication skills required.

Responsibilities

• Provide direct administrative support to the project management team.
• Maintain complete project directories and ensure filing is up to date.
• Coordinate printing and distribution of drawings and specifications.
• Create and manage electronic and hard copy filing systems for project files.
• Assist with procurement, subcontracts, and project purchasing.
• Prepare meeting minutes and project communications for stakeholders.
• Support cost control, budgeting, and progress reporting.
• Ensure compliance with safety and contractual requirements.

Skills

Microsoft Office

Time management

Communication

Teamwork

Attention to detail

Safety awareness

Education

Post-secondary construction-related education

Tools

Viewpoint Project Management Software

Excel

Job description

The Company:

Synergy Group of Companies (SGC) is an integrated organization created to provide clients with all of their commercial construction, interior build-out, and real estate investment and development needs. We accomplish this through seven business units that operate in three core divisions: Commercial Buildings, Innerspaces, and SynVest.

Part of SGC’s Commercial Buildings division, Synergy Projects Ltd. (SPL) is an Alberta-based, full-service construction firm specializing in general construction, design-build, and construction management services. SPL is focused on the commercial construction market, including major and structural construction and tenant improvements, and has been in business for more than 30 years as the original construction arm within SGC.

The Position:

Synergy Projects Ltd. is seeking a Project Coordinator/Senior Project Coordinator to work with the project team towards the timely coordination of workflow regarding construction projects, including preparation and distribution of documentation, communication with trades and suppliers, and support of Project Managers.

Salary Range:

This is a salary position and pay will be based on experience and qualifications.

Role Duties:

Provide direct administrative support to the project management team as directed.

Prepare and maintain complete project directories as required for each project.

Ensure electronic filing is completed on an ongoing basis and is current as per Synergy standards on all platforms.

Coordinate printing and distribution of drawings and specifications as required for site and office.

Create and maintain internal logs and documentation, including contracts, subcontracts, submittals, issues, changes, permits, utilities, RFIs, closeout documents, and other construction documentation as required.

Maintain accurate and concise records in Synergy’s project management software and system.

Create, organize, and maintain electronic and hard copy filing systems; ensure project files are complete and accurate during construction and for project archive purposes and project storage.

Participate in the maintenance of the Project Job Directory through the gathering of project data, project references, and other information as required.

Ensure the fulfillment of contractual obligations of project stakeholders regarding documentation. Includes issuance of subcontracts, project purchases, confirmation of WCB clearance, and insurance coverage. Coordinate the management of the various CCDC, ACA, and owner contracts.

Gather and manage submittals from trades and suppliers and verify them for accuracy, prepare Operation and Maintenance Manuals, As-Built Drawings, and other items as required.

Aid in procurement and purchasing for the project, including subcontractor and supplier buy out.

Provide quantification of materials and scopes of work as required for estimating takeoffs.

Assist in the preparation of construction project budget and change order estimates.

Assist with proposals and estimating projects when required, and for related changes to the project scope.

Thoroughly review project plans, specification(s), and estimate to aid in establishing a project execution plan.

Assist in the preparation and management of Synergy’s quality control plan.

Assist in the creation, monitoring, and maintenance of the project schedule.

Apply for permits, temporary and permanent utilities, and underground services as required.

Support the project team with cost control and project accounting requirements including progress claims, subcontractor invoicing, project forecasting, project labour, and productivity reviews, material, and equipment cost allocations and budgeting.

Attend project meetings; prepare meeting minutes and additional correspondence as required.

Complete project closeout items as required.

All members of Synergy’s project management team are expected to maximize client satisfaction on all projects. We cultivate positive and collaborative relationships with clients and project stakeholders.

Assist in setting and managing client expectations

Display a professional image and approach with clients, consultants, suppliers, and sub-contractors

Assist in developing a strong client relationship resulting in additional future business or add-on business to project

Continually seeks opportunities to increase customer satisfaction and deepen client relationships, with the goal of obtaining a written reference on every project

Under the guidance of the Project Manager, liaise and communicate with all project stakeholders to facilitate the progress of projects. Prepare progress reports and communications for clients.

Follow-up regarding issues and changes, processing of submissions, and coordination of drawings and other items as assigned by Project Managers.

Proactively participates in discussions, asks questions, checks for understanding, and provides explanations clearly and precisely.

Probes and listens carefully, presents information clearly and in the appropriate style, makes technical information clear, encourages others in straightforward situations.

Adapts information style to the audience, explains difficult information clearly with sensitivity and tact, elicits comments and feedback, consistently establishes consensus towards agreement.

Attend internal special events and assist in organization as needed.

Participate in industry/external/community events and promotion of Synergy Projects is encouraged.

Organize temporary construction services and manage as required.

Support on-site operations and provide site information management as required.

Share experience and knowledge with others; offer mentoring and guidance.

Support marketing and estimating teams as required regarding maintenance of FTP site, preparation of bid documents and proposal submissions, and distribution of tender documents and drawings.

Adhere to all Synergy Projects policies and procedures.

Commitment to continuous improvement and learning about construction processes and systems.

Consistently demonstrate, promote and exemplify the Synergy Core Values (Safety, Integrity, Never Stand Still, Relationships Matter, Committed)

Other duties as assigned.

Skills Required:

Minimum 5 years experience in the construction industry.

Intermediate to advanced computer skills including Microsoft Office, Excel, and web applications; Viewpoint Project Management Software knowledge is an asset.

Highly developed organizational and time management skills with the ability to multitask.

Strong verbal and written communication skills.

Able to work as part of a team and perform work independently with little supervision.

Presents a professional image to external suppliers and clients.

Understanding of contracts, construction contract types, and project administration processes.

Attention to detail and a high level of accuracy.

Safety is a core value; training including ACSA, WHMIS, CSTS is a requirement.

Education:

Post-secondary education in construction engineering technology, civil engineering, construction administration, or similar equivalent education preferred.

Experience on a construction site is an asset.

Why You’ll Love Working With Us

At Synergy, you'll work alongside experienced construction professionals who are passionate about delivering exceptional projects for our clients. You'll play a direct role in helping win new work, supporting major pursuits, and contributing to projects that shape communities across Alberta.

Benefits and Perks

Competitive compensation and benefits

Benefits include Extended Health Care, Dental Care, Employee Assistance Program, and Life Insurance

Group RRSP matching

Share program eligibility after one year of service

Social events such as bowling, Christmas parties, family BBQs, golf tournaments, and more —the list goes on!

Professional development and training opportunities