Project Coordinator

PROJECT COORDINATOR (CANADA) - POSITION DESCRIPTION

The Project Coordinator plays a critical role in supporting WT’s Directors and Technical Teams by ensuring the accurate setup, maintenance, and administration of projects from initiation through to billing and close-out. The role is responsible for maintaining data integrity across WT’s project management and ERP systems and acts as a central coordination point between Technical Teams, Project Leads, Project Directors, and Corporate Services (Marketing, Finance, etc.).

This position is fundamental to our operational excellence, enabling the business to deliver accurate reporting, timely invoicing, and reliable project controls while supporting scalable growth across North America.

The position reports to WT's Director of Technology & Administration and also works closely with the Canadian Marketing and Management Teams on a daily basis.

The position will spend time between Administrative and Marketing tasks on a daily basis, and workflow percentage may sway between the two as required.

Administration - Project Coordinator

• Supports the continued rollout and maintenance of the Salesforce ERP ("Polaris") platform in the North American business.


• Supports the Marketing Team in the management of the project pipeline, including respective data entry and maintenance.


• Supports the Finance Team in the verification and issuance of project billables, expenses, and invoicing.


• Supports the Technical Teams in ensuring consistency, completeness, and quality of client details, project details, timecard entry, and expense entry.


• Works with other Project Coordinators across the North American business to support the wider Polaris platform, including covering for absences and joint initiatives.


• Meets regularly with Project Leads and Directors to keep project data up to date and on track.
  


• Responsible for the management and maintenance of the Polaris data and functions for the North American business, driving consistency and expectations for all staff.


• Responsible for training new staff for their respective user roles in Polaris and maintaining and continually improving the process and expectations for existing staff.


• Supports the development, implementation, and management of company reports and dashboards--delivering meaningful data to key stakeholders within the business.


• Provides on-demand Polaris support to all staff and stakeholders.


• Liaises with the WT Australian teams, ICT teams, and stakeholders to implement improvements & new features, testing, and bug & issue reporting,


• Creates and maintains clients, contacts, projects, and stages; entering project budgets and resources.


• Assumes full ownership of the Polaris processes from end-to-end as a primary custodian of the system.


• Follow-up with staff of any level regarding any outstanding requirements or deliverables.

Administration - Office Management

• Maintain the office area, including stock levels for equipment and supplies.


• Maintain the kitchen area, including stock levels and cleaning supplies.


• Function as the Toronto Office’s Fire Warden, ensuring compliance with health and safety regulations.


• Receive and sign for deliveries to ensure they reach the intended recipient(s). As well as handling outgoing mail and shipments as required.


• Maintain a safe and clean working environment at all times.


• Manage travel arrangements and coordination for visitors (internal and external).


• Coordinate office and employee events for the Canadian and Toronto business (as requested or required).


• Be fully committed to being in the office from 8:30am - 5pm each working day (Monday-Friday). Remote work (work from home) may be permitted from time to time as approved by your manager and as required.


• Be willing and able to support office moves or renovations, including moving or assembling furniture, setting up equipment and technology, and supporting the planning out of workspaces.


• Manage the office environment, including maintenance and repairs, and liaising with building management for issues such as heating, air conditioning, safety, security, and cleaning services.


• Support WT Canada’s wider offices, equipment, and ad-hoc initiatives as required. Travel across Canada and the USA may be required at times.

Administration - Support

• Provide a reliable and professional point of contact for our clients and external parties as a receptionist. Including taking and directing calls, taking messages, and forwarding calls across the business to relevant parties as required (at a later date).


• Support for new employee onboarding, including employee orientation, desk setup, office equipment allocation, and access cards.


• Support for the ongoing streamlining and deployment of administrative procedures.


• All other administrative duties as assigned.

Marketing - Support

• Provide support to the Canadian marketing team in preparing collateral materials, fee proposals, and other marketing materials as requested.


• Provide support to the Canadian marketing team in tracking leads, opportunities, and managing the project pipeline from inception up to Polaris ERP entries.


• Provide support to the Canadian marketing team in preparing marketing reports and dashboards.


• All other marketing support tasks as required.
  

Ideal Candidate

• Has excellent attention to detail and can maintain accuracy in data entry throughout the workday.


• Takes full ownership and accountability for deliverables.


• Takes ownership of desire for personal and professional growth.


• Seeks opportunities to remain abreast of industry best practices and innovations, recommending changes where value and benefit can be implemented.


• Seeks feedback non-defensively.


• Maintains professionalism and confidentiality at all times.


• Strong multi-tasking competency and ability to work under pressure.


• Strong problem-solving skills and a drive to improve all systems and processes that you come across.


• Self-starting and driven, with high standards and professional expectations.
  

Minimum Qualifications

• Diploma or Bachelor's Degree in Business Administration, Analytics, Commerce, or Marketing.


• Preference for 1-2 years of experience in Business Administration or Corporate Support role. New graduates will also be considered.


• Strong written and vocal communication in English.


• Proficient in the fundamentals of Microsoft Outlook, Teams, and Office.


• Proficient in the basic use of Microsoft Windows.


• Comfortable in learning new systems and processes.

Bonus Qualifications

• Experience with Salesforce, PSA, SAP, Oracle, or similar.


• Experience with project management tools and methodologies (GANTT, etc.).


• Experience with invoicing, time management, and expense systems.


• Experience with report generation, dashboards, and Power BI.
  


• Previous work in the construction industry is a bonus.


• Strong technology/IT skills are a bonus.