Project Coordinator

About the Opportunity

Our thriving Calgary office is looking to add two enthusiastic full-time Project Coordinators to complement our existing team and provide support to our team of professionals. As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues – all in service of our higher calling of ‘spirit’ in service for vibrant communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to…

• Project and Contract Administration Support – Supporting Project Leaders with the coordination of projects throughout all phases from initiation to completion. This includes tracking project schedules, drafting documents, project correspondence, record organization, tender/contract creation and execution, obtaining paperwork, preparing progress draws, and coordinating other administrative details.
• Financial Administration – Tracking budgets and providing regular updates to Project Managers. Coordinating sub-consultant billings and assisting with client billings, including the preparation of draft invoices and collaborating with the accounting department. Utilizing various reporting tools and creating financial reports as required by individual Project Managers. Supporting invoice coding, tracking, and supporting follow-up on delinquent accounts.
• Team Coordination – Following team schedules to monitor project status and milestone dates, monitor existing and projected workloads for resource allocation, coordinate team meetings, take meeting minutes, and follow up on action items. Collaborating closely with the team on branch and companywide administrative and quality system procedures, coordinating meetings, and providing administrative support to team members as required.
• Correspondence and Document Production – Drafting project correspondence with minimal instruction and using a variety of software to create correspondence, reports, proposals, presentations, schedules, and budgets. Gaining an understanding of laws and regulations and assisting in drafting standard legal agreements. Developing knowledge of the quality system and collaborating with team members to ensure that protocols and standards are met regarding project administration/management, documentation, peer review, etc.
• Quality Management – Developing knowledge of the quality system and collaborating closely with team members to ensure that protocols and standards are met.
• Branch Support – Working collaboratively to support our business’s continued growth and evolution.

About You

Our ideal candidate has 3 to 10 years of related experience in administration, project assistance, legal documentation, or contract administration. Education in Business Administration or Contract Administration would be considered a valuable asset. We are looking for a self-motivated and committed individual who is excited to provide outstanding service to our internal team and Urban Systems’ clients. The core skills that will help you succeed here include:

• Technically proficient and experienced with Microsoft Suite – You have a strong knowledge of Word, PowerPoint, and Excel.
• Positive outlook and highly developed interpersonal skills – You are able to quickly develop a rapport with staff and clients (internal and external).
• Strong service orientation – You continually meet the needs of the team and internal clients by responding to requests efficiently and effectively.
• Take ownership and initiative – You take personal responsibility for the quality and timeliness of work and achieve results, anticipate the impacts of the actions and the needs of others.
• Thrive in a fast-paced environment – You are able to follow accounting and administrative processes accurately and meet business deadlines. 
• Aptitude for numbers – Numbers don’t scare you, and you have basic knowledge and aptitude for financial administration and accounting principles
• Strong attention to detail and critical thinking skills – You prioritize key actions, handling a demanding workload and competing deadlines.
• Strong organization/file management skills – You complete tasks while staying mindful of all aspects involved regardless of magnitude, reviewing workload and processes while maintaining your attention to detail.
• Excellent writing and proofreading skills – You are confident with formatting documents, and writing and compiling proposals, memos, letters, and meeting minutes.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

 At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $68,000.00 - $78,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TSFA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life

How to Apply

 If this describes your background, skills and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

 Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

 Deadline for applications: Tuesday, November 12, 2024, at 10:00am MDT