Project Operations Coordinator

Position Summary

The Project Operations Coordinator provides administrative, financial, and scheduling support to a team of Project Managers. This role plays a critical part in ensuring the efficient planning, execution, and closeout of projects by coordinating documentation, schedules, financial tracking, and communication across stakeholders.

The successful candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, team-based environment.

Key Responsibilities

Project Coordination & Scheduling

• Assist Project Managers in planning and executing projects in accordance with contract requirements and organizational policies
• Develop, maintain, and track project schedules, including weekly and monthly work plans
• Monitor project progress, milestones, and deliverables to ensure timelines are met
• Maintain project tracking logs, reports, and dashboards for status updates
• Coordinate technician and subcontractor scheduling and work activities
• Support prioritization and assignment of work across project teams

Financial & Commercial Support

• Support budgeting, cost tracking, and financial reporting activities
• Assist in preparing invoice forecasts and tracking project expenditures
• Manage purchase orders (creation, tracking, and reconciliation)
• Track and manage change orders and contemplated change notices
• Ensure all documentation required for invoicing and project closeout is complete and accurate
• Assist with timesheet tracking and labour cost recovery

Administrative & Document Control

• Maintain organized project documentation, records, and databases
• Ensure proper document control and information flow between internal teams, clients, and subcontractors
• Prepare reports related to project performance, inventory, and work order completion
• Support proposal preparation and contract administration tasks
• Maintain CMMS / project systems, ensuring work orders are tracked and completed

Operations & Work Order Management

• Monitor and manage work order systems to ensure service delivery targets are achieved
• Coordinate materials, equipment, and supply procurement
• Maintain inventory tracking and reporting
• Support facility or project teams with operational coordination as required

Stakeholder Communication & Reporting

• Keep Project Managers and stakeholders informed of project status, risks, and issues
• Support client reporting and communication requirements
• Participate in project meetings and assist with preparation of updates and presentations
• Maintain strong working relationships with internal teams, subcontractors, and clients

Compliance & Closeout

• Ensure projects adhere to safety, quality, and regulatory requirements
• Assist in gathering and maintaining project closeout documentation
• Support audits, inspections, and quality assurance processes

Education & Experience

• Diploma or degree in Business Administration, Project Management, Construction Management, or related field (or equivalent experience)
• 2–5 years of experience in an administrative, project coordination, or operations support role
• Experience in construction, facilities management, or a project-based environment is an asset

Skills & Competencies

• Strong organizational and time management skills with the ability to manage multiple priorities
• Proficiency in Microsoft Office (Excel, Word, Project); experience with CMMS or ERP systems is an asset
• Strong attention to detail and accuracy in financial and administrative tasks
• Effective written and verbal communication skills
• Ability to work independently and collaboratively in a team environment
• Problem-solving mindset with a proactive approach
• Customer-focused with a high level of professionalism
• Must be able to obtain the necessary security clearances

Key Attributes

• Highly dependable and accountable
• Strong multitasking capabilities in a fast-paced environment
• Collaborative and team-oriented
• Adaptable with a continuous improvement mindset

The expected salary range for this role is between $60,000 - $75,000 per year. The starting salary will be determined based on several factors such as the successful candidate's qualifications, including but not limited to education and experience. Base pay is one component of Black & McDonald's total rewards package. Total rewards vary by position and may include additional offerings such as group insurance benefits, pension plan, annual discretionary bonus, career development programs, and other HR programs.

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