Project Coordinator

**Title**: Project Coordinator/Administrator
**Company**:GAL Power Systems
**Location**: Ottawa, Ontario

**Job Type**: Permanent, Full-Time

**Reports To**
Team Lead, Project Management

**Summary**:
Working as part of the projects team and reporting to the Team Lead-Project Management, the Project Coordinator is a professional responsible for tracking, procurement, and logistic coordination of equipment and materials required for projects sold by the sales department, as well as coordinating start-ups. Key accountability is to provide accurate and timely coordination of projects, deliver excellent customer service, update the internal system, schedule start-up and commissioning visits, and proactively communicate with all stakeholders.

**The Ideal Fit**:

- Strong ability to manage competing priorities
- Excellent time management and organizational skills
- Demonstrated accountability and dependability
- Analytical mindset with strong problem-solving skills
- Exceptional interpersonal and negotiation skills
- Detail-oriented with strong decision-making abilities
- Collaborative team player with a customer service-oriented attitude

**What You’ll Do - The Role**:

- Liaise with sales staff to ensure project files have all necessary background scope documents.
- Set up all project information in the company’s business system upon release.
- Maintain a project database with comprehensive order information for reference.
- Calculate estimated lead and lag time, updating the database with actual delivery schedules.
- Coordinate equipment and accessory orders from suppliers, ensuring accuracy and timeliness.
- Review equipment inventory system before placing orders and ensure cost alignment.
- Proactively resolve project issues by liaising with internal and external stakeholders.
- Follow up with customers for approval of equipment drawings.
- Coordinate logistics and equipment transportation per project requirements.
- Maintain ownership of projects through completion, coordinating with team members.
- Create bills of lading for shipments and prepare files for invoicing.
- Coordinate start-ups with customers, accounting, service, and technicians.
- Communicate necessary steps and schedule visits within budget constraints.
- Complete invoicing for projects.

**What You Need**:

- Minimum 2 years of college in related programs.
- Minimum 3 years of direct experience as a coordinator in a similar environment.
- French language skills are considered an asset.
- Strong computer skills, including Microsoft Office proficiency.
- Organized, responsible individual with strong multitasking abilities.
- Willingness to learn new skills and support the team as required.
- Self-starter and team player, able to work both independently and collaboratively.
- Proactive approach to resolving customer complaints and disputes.
- Professional demeanor with high ethical standards.
- Participation in company-sponsored training programs.
- Assist in developing stronger relationships with customers and suppliers.
- Flexible and adaptable to meet customer requests and reschedule non-critical work.
- Ensure all company documents are accurate, professional, and aesthetically pleasing.
- Adherence to all health and safety rules and recommendations.
- Availability in the case of a power outage or declared State of Emergency.
- Willingness to perform other tasks and responsibilities consistent with the position.

**Working Conditions**:

- Manual dexterity required to use desktop computer and peripherals.
- Occasional after-hours support may be required.
- Lifting or moving up to 30lbs may be required.

**Job Types**: Full-time, Permanent

**Salary**: From $54,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Tuition reimbursement
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- coordinator: 3 years (required)

**Language**:

- English (required)

Ability to Commute:

- Carp, ON K0A 1L0 (required)

Work Location: In person