25-b01 Project Coordinator

**Overview**

**Greer Galloway**,a division of Jp2g Consultants Inc. is an employee-owned, multi-discipline consulting firm providing a comprehensive range of engineering, environmental, and project management services to the public and private sectors, from offices located throughout Eastern Ontario. Greer Galloway is committed to maintaining client satisfaction, encouraging employee growth, and enhancing the communities we live in.

Our growing organization currently requires a **Project Coordinator**As a member of our professional team, the Project Coordinator will be responsible for providing support to the project management time for a variety of tasks including; project management, administration, business development, project delivery, financial management and client satisfaction.

We are looking for someone who is diligent, hardworking, and team oriented.

**Role and Responsibilities**
- These roles and responsibilities are not intended to be all inclusive. Employees may perform other related duties as required to meet Greer Galloway’s ongoing needs._
- Work under direct supervision of Department Manager or Designate
- Complete tasks assigned by Project Manager as required to assist in the completion of projects
- Provide project coordination for several minor and major projects.
- Organize the preparation of project proposals, work breakdown structures, schedules, and budgets
- Ensure that the project is set up accurately in Ajera and the project folder.
- Gather and submit all Client required start-up documents (contracts, insurance, WSIB etc.)
- Attend project kick-off meetings, develop a deliverable work-back schedule including coordination milestones
- Participate and record accurate meeting minutes for regular project and client review meetings
- Ensure schedule expectations are consistent between Jp2g project manager and client
- Monitor project progress and proactively prompt project team members to meet upcoming deadlines
- Track and report on-time delivery of assignments
- Assist with preparation of presentations and materials for design projects, at forums such as Public Information Sessions and Council meetings
- Report any Client complaints in accordance with QMS Policy P19-14 Client Complaints
- Reviews invoices for sub-consultants ensuring fees are within agreed budget.
- Support PM in tracking project working hours, budget, plans, money spent using Deltek Ajera
- Prepare project invoicing including preparation of supportive reporting, forecasting, and Accounts Receivable follow up, with oversight from Project Managers
- Monitor accounts receivable and work with accounting staff to follow-up on outstanding accounts receivables
- Perform QC surveillance on projects and ensure QMS requirements are met, including proactively pursuing missing information or records
- Review reports, specifications, and other documents for adherence to quality and QMS/ client standards
- Monitors the completion of deliverable review and approval in accordance with QMS Policy P19-09 Minimum Project Requirements.
- Maintain familiarity with current techniques, codes, and standards; sustain and improve technical skills
- Participate in QMS project audits
- Compile submission package and forward to the client once PM has reviewed
- Ensure Client's final acceptance is filed
- Adhere to Jp2g’s QMS Policies and Procedures
- Provide document management of Jp2g files using Windows Explorer
- Store, secure, revise, retrieve, and distribute electronic and hard copy documents
- Process and control a variety of documents and drawings per established guidelines and procedures
- Manage the flow of documents to and from all appropriate parties
- Maintain accurate revision control of documents
- Respond to internal and external documentation requests
- Assist in researching new systems, resources, and working practices to increase efficiency, productivity, and overall profitability
- Maintain accurate document control logs including requests for information (RFI), action logs, risk register, shop drawings and submittals. Follow-up with responsible party to have responses completed within agreed upon timeline.
- Ensure that contractor deliverables are being reviewed within the timelines noted in either the contract documents or as agreed upon during the project kick-off meeting
- Complete archiving of all project information
- Follow Jp2g required safety standards and guidelines
- Follow Client required safety standards and guidelines
- Must be able to work with others as a team, effectively communicate with all contributors on a project, and maintain a professional demeanor in difficult situations.
- Participates in the Company’s continual improvement activities such as Lessons Learned, Tips’n Tricks and other training sessions, and the development of policies, procedures, forms, and templates.
- Participates in the preparation of presentations, and the overall marketing efforts of the firm.
- Work with a team of engineers