Project Coordinator/ Administrator

1 week ago

Waterloo, Ontario, Canada New Generation Design Wave Full time

Company Overview

New Generation Design Wave (NGDW) is an innovative architectural design firm dedicated to reshaping communities through uniquely designed spaces that enhance human experiences. Our approach melds aesthetic excellence with functional design to transform everyday environments into thriving social, cultural, and economic hubs. At NGDW, we prioritize sustainability, community integration, and architectural innovation. Our expertise spans across feasibility studies, advanced visualization, and comprehensive project management, ensuring every project is a seamless fusion of vision and reality, designed not just to meet, but to exceed expectations.

Position Overview

The Project Coordinator/ Administrator will play a key role in supporting the architectural team and senior staff by managing project documentation, coordinating communications, preparing presentations, and ensuring adherence to office protocols. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

The role also includes responsibility for preparing meeting agendas, recording and distributing meeting minutes, and ensuring timely follow-up on action items. A collaborative, team-oriented mindset is essential, as the position requires working closely with colleagues and stakeholders to achieve project goals.

Primary Responsibilities:

  • Assist with project management and lead in the implementation of the task management software in the office
  • Create and maintain project schedules in Microsoft Planner, ensuring timely updates and accuracy. Prepare project Schedule reports for the client
  • Support the development of feasibility budgets for projects.
  • Work Closely with internal team to develop and maintain office procedures, protocols & standards
  • Coordinate and schedule internal, client, consultant, and stakeholder meetings, including preparation and distribution of agendas.
  • Attend meetings, record and distribute minutes, and follow up on action items.
  • Prepare and support meeting presentations for internal and external stakeholders.
  • Serve as a liaison with consultants, clients, contractors, and other stakeholders, ensuring timely collection and distribution of required information and documentation.
  • Organize and maintain project documentation from initiation to closeout, implementing office protocols for filing and version control. Manage document libraries in SharePoint and Autodesk Construction Cloud (ACC).
  • Assist team members in producing architectural presentations and reports, including material research.
  • Prepare consultant RFPs and issue project quote packages with detailed scopes of work. Review, analyze, and prepare price comparison reports using Excel.
  • Support the creation and proper filing of site visit reports, site instructions, and other project documents across all phases.
  • Organize and schedule team events such as team lunches, training sessions, and Lunch & Learns.

Requirements:

  • Diploma in Architectural Technology, Planning, Art or related education
  • A minimum of 2-3 years of experience in a project coordination role in the professional or business office
  • Excellent verbal and written communication, organizational skills, and presentation skills
  • Ability to work well in teams.
  • Advanced abilities in using MS Office and Adobe Creative Cloud (particularly InDesign, Illustrator and Photoshop) preferred.

Benefits:

  • Comprehensive Health and Dental plan
  • RRSP Matching
  • Continuous Learning Program
  • Career advancement opportunities
  • Employee Assistance Program

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