Project Coordinator

Position Summary

Seabird Island is committed to building a strong, inclusive workforce that supports the health, growth, and well‑being of our community. We are dedicated to creating a culturally safe and inclusive environment that respects and values Indigenous knowledge, traditions, and ways of being. We are seeking a Project Coordinator to join our team, working collaboratively to enhance the planning and delivery of capital and construction projects that serve the Seabird Island community. Reporting to the Senior Projects Manager and working closely with the Construction Manager, the Project Coordinator supports the coordination of project schedules, documentation, tendering, and communication among departments, contractors, and funding partners. This role ensures projects are organized, compliant, and completed efficiently while upholding Seabird Island’s cultural, quality, and safety standards. The Project Coordinator may also manage smaller projects independently and support community engagement throughout project delivery. This is a Full‑time term contract position with an end date of March 31, 2027.

Work that matters

Sq’éwqel (Seabird Island Band) is located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver. We are dedicated to fostering a vibrant and resilient community. Our work spans a diverse range of services including housing, education, health, wellness, early childhood development, community infrastructure, and cultural vitalization. By joining our team, you will be part of an organization that values First Nations knowledge, promotes self‑advocacy, and strives to create a holistic and culturally safe environment for all community members. Become a part of our team and help us continue making meaningful impacts every day.

What you’ll do

Project Coordination

- Support the Senior Projects Manager and Construction Manager in all phases of project delivery, from initiation through planning, execution, and close‑out.

- Coordinate project schedules, monitor milestones, and ensure deliverables are completed on time and within budget.

- Manage project documentation, including contracts, submittals, change orders, RFIs, progress billings, and meeting records.

- Maintain up‑to‑date tracking logs such as RFI registers, submittals, site instructions, and shop drawings to ensure organized and accessible records.

- Assist with the preparation and distribution of meeting agendas, minutes, and project progress reports.

- Track and reconcile project costs, assist with progress claims, and support financial reporting and budget monitoring.

- Monitor project performance, identify areas for improvement, and support compliance with Seabird Island’s safety, quality, and schedule requirements.

Tendering and Estimating Support

- Assist the Estimator and project team in the preparation of bids, tender submissions, and pricing documentation.

- Review tender documents, drawings, and specifications to confirm project scope and identify risks or discrepancies.

- Prepare and distribute bid invitations to trades and suppliers, compile quotations, and prepare comparison summaries for review.

- Support the development of contracts, scopes of work, and procurement documentation for subcontractors and suppliers.

- Maintain confidentiality and accuracy throughout the tendering process to ensure fairness and compliance with Seabird Island policies.

Communication and Reporting

- Coordinate and participate in site and stakeholder meetings, ensuring accurate recording and timely distribution of minutes and action items.

- Maintain effective communication among contractors, consultants, and internal departments to promote collaboration and resolve project issues.

- Prepare and present regular project updates, progress summaries, and status reports to the Senior Projects Manager.

- Ensure all project documentation, correspondence, and records are properly organized, up‑to‑date, and archived according to Seabird Island’s record management standards.

Administrative and Technical Support

- Provide day‑to‑day administrative, technical, and logistical support to project teams throughout the construction process.

- Maintain organized project files, correspondence, and documentation in accordance with Seabird Island’s established procedures.

- Assist in preparing project close‑out packages, including warranties, as‑built drawings, deficiency lists, and final inspection documentation.

- Contribute to continuous improvement by supporting process reviews, identifying risks, and assisting in the implementation of improved project management practices.

Other Duties

- Additional responsibilities as needed to support the community and uphold our shared values.

What you bring

Education and Experience

- Post‑secondary education in Construction Management, Civil Engineering, Architecture, or a related field; an equivalent combination of education and relevant experience may be considered.

- Minimum 3‑5 years of experience in project coordination, construction administration, or related work within the construction or capital projects sector.

- Experience working with construction drawings, specifications, and contract documents.

- Familiarity with tendering processes, cost tracking, and project reporting.

- Experience working on or supporting First Nations housing or infrastructure projects is a strong asset.

Knowledge, Skills, and Abilities

- Strong understanding of construction project lifecycles, including scheduling, budgeting, procurement, and documentation.

- Working knowledge of BC Building Code, WorkSafeBC regulations, and general construction practices.

- Strong written and verbal communication skills, including experience preparing reports, meeting minutes, and correspondence.

- Ability to interpret and review technical drawings and specifications.

- Demonstrated attention to detail and accuracy in managing documentation and cost tracking.

- Strong interpersonal skills with the ability to collaborate effectively with contractors, consultants, and internal departments.

- Proven ability to solve problems and adapt to changing project needs while maintaining professionalism.

Preferred:

- Indigenous candidates are strongly encouraged to apply.

- Lived experience as a member of a First Nations community.

- Knowledge and understanding of Seabird Island’s culture, traditions, teachings, community dynamics.

Cultural Competency:

- Deep understanding of Indigenous cultures, traditions, and contemporary issues.

- Experience working within Indigenous communities and applying culturally safe practices.

- Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities.

Working / Special Conditions

- Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.

- Initial and ongoing commitment to the values and guidelines of Sq’éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.

- Must possess a valid class 5 driver’s license and have access to safe and reliable transportation, insured for community‑based use, to effectively engage and support projects, work, and initiatives.

- Flexibility in working hours may be required, including evenings and weekends, to accommodate the needs and schedules of community needs. Employees will be given as much notice as possible to any changes in schedule.

Reports to: Senior Projects Manager

How to apply

Have a question about this position before you apply? Email careers@seabirdisland.ca.

Employment is conditional upon completing pre‑employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre‑Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.

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