Timber-Tech Building Solutions - Project Coordinator

UpSourced HR; Balzac; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading HR services company in Balzac is looking for a Project Coordinator to manage scheduling and coordinate project activities. The role involves maintaining production schedules, forecasting resources, and ensuring effective communication across departments. Candidates should have experience in project administration and be proficient in Microsoft 365 and Smartsheet. Strong organizational skills and problem-solving abilities are essential. This position requires on-site work from Monday to Friday.

Qualifications

• Experience in a coordination, scheduling, or project administration role required.
• Ability to manage multiple priorities and meet deadlines.
• Familiarity with project management tools and customer portals.

Responsibilities

• Maintain and update production schedules in Smartsheet.
• Coordinate deliveries with sister companies and vendors.
• Act as a liaison between departments for consistent information flow.

Skills

Organizational skills

Communication abilities

Problem-solving skills

Attention to detail

Education

Post-secondary education in a related field

Tools

Microsoft 365 (Excel, Word, Outlook)

Smartsheet

Job description

The Project Coordinator supports the execution of projects by managing scheduling, coordinating deliveries with sister companies, and monitoring progress across multiple job sites. This role serves as a key point of communication between departments, ensuring that timelines and commitments are met.

The Project Coordinator assists with production forecasting at the Balzac facility to help align resources with upcoming project needs. The successful candidate will be organized, detail-oriented, and comfortable working with a variety of scheduling, forecasting, and project management tools.

The starting wage for this position is negotiable and will be determined based on education/experience levels.

Job Responsibilities/Duties

Scheduling & Coordination

• Maintain and update production schedules in Smartsheet to align with project deadlines and site requirements.
• Coordinate and confirm deliveries with sister companies and vendors in line with project and production schedules.
• Monitor site progress and flag delays, bottlenecks, or resourcing issues.
• Support production forecasting by tracking demand and aligning resources with future project needs.

Material & Resource Forecasting

• Review material inventory status weekly and coordinate with procurement on shortages, orders, or backorders.
• Develop RFPs for material purchases and assist with tender analysis.
• Forecast key material and resource needs to support upcoming production demands and prevent delays.

Communication & Documentation

• Act as a liaison between departments to ensure consistent information flow.
• Set up and maintain design and project folders from quote stage through to project completion.
• Attend production meetings, providing schedule updates and distributing relevant documents.
• Ensure all required project documentation (design deliverables, schedules, order details) is accurate and accessible.

Customer & Portal Management

• Manage customer portals to track job starts, project information, and warranty requests.
• Support coordination between site staff, accounting, and logistics for issue resolution.
• Ensure timely communication with customers regarding schedules, documentation, and delivery updates.

Requirements/Qualifications

• Previous experience in a coordination, scheduling, or project administration role is required.
• Post-secondary education in a related field is an asset.
• Proficiency with Advanced Microsoft 365 (Excel, Word, Outlook).
• Experience with Smartsheet or other scheduling software is a strong asset.
• Familiarity with customer portals and project management tools.
• Excellent organizational skills with strong attention to detail.
• Strong communication and interpersonal abilities; capable of working across teams and with external partners.
• Ability to manage multiple priorities, work under pressure, and meet deadlines.
• Problem-solving skills with a proactive, solution-focused mindset.
• Must be available for on-site work at the Balzac facility Monday to Friday.