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Project Coordinator

4 weeks ago

Coquitlam, Canada Altec Integrated Solutions Ltd. Full time

The Project Coordinator plays a key role in supporting the successful execution of complex technical projects from contract initiation to close-out. This position acts as a central communication hub, ensuring that tasks are on track, documentation is maintained, and all internal stakeholders are aligned throughout the project lifecycle. Working closely with Project Managers, the Project Coordinator helps drive schedule adherence, budget tracking, risk management, and quality assurance. This role is ideal for someone who thrives in a fast-paced, collaborative environment and is eager to contribute to the successful delivery of engineering and manufacturing projects.

**Key Responsibilities**

  • **Project Delivery**:Support the Project Manager in delivering projects in alignment with contractual scope, timelines, and budget by tracking tasks, monitoring progress, and assisting with day-to-day coordination.
  • **Project Communication**:Facilitate clear and timely communication between internal departments (engineering, manufacturing, procurement, etc.), ensuring that all teams are informed of project updates, deliverables, and changes.
  • **Documentation & Reporting**:Maintain accurate and up-to-date project documentation, including progress reports, meeting minutes, and project logs. Provide regular updates to stakeholders and senior management.
  • **Schedule & Milestone Tracking**:Monitor and update project schedules in coordination with the PM. Identify and communicate delays, upcoming deadlines, or dependencies to the relevant internal stakeholders.
  • **Risk & Issue Support**: Assist the PM in maintaining the project risk register and issue log. Help gather input and updates from internal contributors to support proactive risk mitigation.
  • **Subcontractor & Vendor Coordination**:Track deliverables from subcontractors or suppliers and escalate performance or timing issues to the PM as required.
  • **Risk Management**: Assist the PM in maintaining the project risk register and issue log. Help gather input and updates from internal contributors to support proactive risk mitigation.
  • **Change Management Support & Coordination**: Assist in the coordination of change initiatives by tracking project milestones, preparing communication materials, and supporting the PM with change management document updates (cost sheet, change approval form etc.) as changes are approved or rejected.
  • **Quality Tracking**:Help monitor project deliverables for adherence to internal quality standards, escalating any quality concerns to the PM.
  • **Budget & Expense Monitoring**: Assist with tracking project-related costs and maintaining financial records to support budget reviews. Coordinate with finance to process invoices and track payment milestones.
  • **Logistics Coordination**:Coordinate with internal teams and the Shipper/Receiver to support shipping logistics, including scheduling, documentation (e.g., packing slips, customs forms, brokerage details, tariffs), and tracking of shipments.
  • **Purchase Order Support**: Enter and maintain PO records, reconcile freight invoices, and follow up on missing or delayed deliveries to support project timelines.
  • **Project Planning & Close-Out**:Support the PM to create close out documentation, lessons learned, and close-out meetings to evaluate performance and identify areas for improvement.

**Requirements**

  • Degree or diploma in management, administration or engineering, or an equivalent combination of education and experience in project management.
  • Understanding of budget management and financial reporting as it relates to project delivery.
  • Skilled in scheduling and time management with excellent communication and interpersonal skills.
  • Familiarity with computer systems and project management tools such as MS Office products and MS Projects.
  • Good organizational, and problem-solving skills.

**Preferred/Assets**

  • 1-3 years experience in project management, coordination, or a similar role in a technical or industrial environment.
  • Certified Associate Project Manager (CAPM) designation or willingness to obtain it within a specified timeframe. Other certifications, such as PMP or Agile-related credentials, are an asset.