Project Coordinator

ABOUT US

At Coastal Mountain Excavations (CME), our core values - professionalism, safety, and a strong work ethic - shape everything we do. Every action we take and decision we make helps build our community and strengthen our reputation as a leader in civil construction.

ROLE OVERVIEW

The Project Coordinator supports the project management team by performing administrative tasks involving the day-to-day coordination of projects. These tasks include material procurement, workflow management, handling Requests for Information (RFI’s), ensuring documentation accuracy, preparing reports and contracts, processing invoices, communicating with stakeholders, and ensuring resource availability for the project team. You are required to perform all tasks in an effective, complete and professional manner and are responsible for adhering to all policies and values of Coastal Mountain Excavations Ltd. while at work.

Key Roles
- Customer service, both internal and external clients
- Assist in coordinating trucking activities
- Direct, support and model safety
- Quality production, on time, on budget
- Support day-to-day operations

KEY RESPONSIBILITIES

The Project Coordinator is responsible for the following:

- Maintain Communication: regularly update and inform the next-level manager and VP - Construction on project progress, key developments, and any potential issues to ensure alignment and support decision-making processes.
- Answer phone and engage clients in informative dialogue about products and services.
- Coordinate and monitor logistics of trucks, parts, supplies, and materials between construction units.
- Determine best supplier for parts and materials considering cost, quantity, quality.
- Ensure products are shipped and received based on the most efficient routes and according to customer priorities.
- Material takeoffs for all estimates and tender offers.
- Gathering quotes from subtrades and material suppliers during tender process.
- Executing subcontract agreements with subtrades post-contract award.
- Obtaining bid bonds and tender security documents from Bonding Agent.
- Building bid estimates and tender offers using HCSS Heavy Bid software.
- Transfer Heavy Bid estimates to HCSS Heavy Job software for field use by Project Management Team.
- Developing monthly budgets for sales pipeline and reviewing of budget versus actuals with Finance Department.
- Researching and identifying new business leads and possible projects through BC Bid, private developers, public entities, home builders, general contractors, project managers, and anyone else identified by ownership as our target client.
- Summarizing and issuing purchase orders.
- Cost breakdown and tracking.
- Preparing construction specifications, cost and material estimates, project schedules and reports for all estimates and tender offers.
- Understanding, identifying and upholding the construction contract governing the project at hand.
- Managing budget controls including estimating, processing of monthly progress draws and approving invoices.
- Soliciting and managing trade and supplier estimates/quotations during budgeting.
- Attending tender, preconstruction, and construction progress meetings with Senior Leadership as required.
- Consistently developing tenders within HCSS Heavy Bid to generate robustness and allow future querying and performance of past projects.
- Supporting all aspects of construction administration including contracts, change orders, purchase orders, etc.
- Assisting with development and implementation of project scopes, schedules and budgets.
- Assisting in tendering to trades and consultants with a strong understanding of the project at hand.
- Obtaining trade contractor and vendor quotations/bids, reviewing specifications and requesting clarification where necessary.
- Preparing and maintaining updated project working drawings in consultation with project consultants and trades.
- Overseeing onsite construction activity and assisting with communication between subtrades, construction site staff, office staff and clients where necessary and as directed.
- Preparing release of holdback requests and certificates of completion.
- Recording, disseminating, and executing accurate meeting minutes.
- Assisting the Project Manager with tasks including planning, initiating, executing, communicating change control and closeout.
- Delivering tender offers to clients’ head offices, attending public openings and following up with private openings. Learn from tenders lost to influence future pricing strategies.
- Participating in monthly A/R review meetings and follow up on late-paying customers. Notifying senior staff when payments are late to determine if stop work notice is required.
- Coordinate 3D modeling for GPS machine control.

KNOWLEDGE, SKILLS, AND ABILITIES

The Project Coordinator will demonstrate the following abilities in their daily work:

- Client focused customer service and strong interpersonal skills
- Stron