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Project Coordinator

2 weeks ago

Ottawa, Ontario, Canada VESTA Full time US$48,000 - US$55,000 per year

About the Role:

We are looking for a proactive, highly organized, and customer-focused
Project Coordinator

to join our Commercial Projects team. In this role, you'll play a critical part in supporting the planning, coordination, and execution of key projects—ensuring they are delivered on time, within scope, and aligned with both company objectives and customer expectations.

This position combines project coordination with frontline customer service, making it ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering exceptional client experiences.

Key Responsibilities:

Project Coordination & Execution

  • Support day-to-day project activities to ensure timelines and milestones are met.
  • Maintain and update project details, files, notes, and forms within the shop management system.
  • Monitor project progress and flag risks or delays proactively.
  • Collaborate with internal teams to coordinate deliverables and ensure alignment.
  • Ensure all required tools, resources, and materials are available to meet project goals.

Customer Service & Client Communication

  • Act as a primary point of contact for clients throughout the project lifecycle.
  • Maintain clear, professional, and timely communication with customers regarding project status, updates, and changes.
  • Anticipate customer needs and respond promptly to inquiries or concerns.
  • Ensure customer satisfaction by managing expectations and addressing issues with professionalism.

Stakeholder Coordination

  • Liaise between clients and internal departments to ensure a seamless project experience.
  • Facilitate clear communication across project participants to keep everyone aligned.
  • Provide regular updates to management and stakeholders on project status, milestones, and risks.

Risk & Issue Management

  • Monitor and identify potential project risks or bottlenecks, escalating to management when appropriate.
  • Support customer-facing issue resolution with urgency and care.

Documentation & Reporting

  • Maintain accurate and organized project documentation, including contracts, approvals, and communications.
  • Track and log client communications to ensure accountability and transparency.
  • Prepare and deliver regular reports and status updates for both internal use and client review.

Qualifications & Skills:

  • Experience:

1–3 years in a project coordination or customer-facing role; experience in client services, account coordination, or operations is a plus.
- Software Proficiency:

Strong working knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).
- Customer Service:

Strong interpersonal skills with a customer-first mindset; able to build positive relationships and handle inquiries with care.
- Communication:

Excellent verbal and written communication skills with the ability to engage professionally with clients and stakeholders.
- Organization:

Exceptional time management and organizational skills with the ability to manage multiple priorities.
- Problem-Solving:

Analytical, solutions-oriented, and comfortable handling unexpected challenges.
- Team Collaboration:

Collaborative mindset with the ability to work cross-functionally and contribute to team success.
- Attention to Detail:

Accuracy and thoroughness in tracking documentation, timelines, and communications.

Work Environment:

  • Office-based role.
  • Occasional site visits required to support project execution and customer engagement.
  • Fast-paced, team-oriented work environment where adaptability and responsiveness are key.

Compensation & Benefits:

  • Salary Range: $48,000 – $55,000 annually (commensurate with experience)
  • Vacation: 2 weeks paid vacation
  • Benefits package
  • On-site parking