The Project Coordinator is the guardian of the firm’s process and profitability. While you will work closely with technical teams (Civil, Geotechnical, Environmental, etc.) to support project delivery, your primary reporting line is to Operations and Finance.
You are not just an administrator; you are a Project Controller. Your mandate is to ensure that every project is set up correctly, billed accurately, and managed within budget. You serve a critical "policing" function to ensure Project Managers (PMs) adhere to firm policies, protecting the company from financial leakage and contractual risk.
Key Responsibilities1. Financial Control & Profitability- Invoicing: Generate draft monthly invoices for PM review. Enforce strict adherence to client billing terms and contract rates.
- AR Management: Actively follow up on Accounts Receivable. Contact clients regarding invoices >45 days overdue and document collection efforts.
- WIP Management: Interrogate "Unbilled" time (Work In Progress). Challenge PMs to bill aged WIP or write it off immediately to maintain clean financial reporting.
- Variance Analysis: Run weekly/monthly Budget vs. Actual reports. Flag "burn rate" issues (e.g., 50% of budget spent with only 20% of work complete) to Operations immediately.
- Project Setup: Create new projects in the ERP (Deltek). You have the authority to refuse setup if a signed contract or Letter of Intent is not on file.
- Change Management: Monitor project scope. If work proceeds beyond the original budget, you are responsible for freezing the project code until a Change Order is processed.
- File Audits: Conduct spot-checks of project folders to ensure contracts, drawings, and deliverables are filed according to Quality Management standards.
- Health & Safety Coordination: Support the H&S Manager by tracking staff safety ticket expiries (First Aid, WHMIS) and ensuring Field Level Hazard Assessments (FLHAs) are filed for field projects.
- Procurement: Issue Purchase Orders (POs) to sub-consultants and vendors. Monitor PO depletion to prevent overspending.
- Risk Gatekeeping: Collect and verify Certificates of Insurance (COI) and WCB/WorkSafe clearances from sub-consultants. Block PO issuance if these documents are missing or expired.
- Client Logistics: Serve as the administrative point of contact for clients, ensuring deliverables are acknowledged and non-technical client queries are resolved.
- Proposal Management: Assist technical staff with non-technical proposal sections (resumes, past project sheets, standard T&Cs).
- CRM Hygiene: Ensure the sales pipeline is accurate by updating opportunity status and probability in the CRM.
- Brand Compliance: Review proposals to ensure they meet the firm's branding and formatting standards before submission.
- Experience: 3+ years in an Engineering Consulting or Construction environment.
- Systems: Proficiency in ERP systems (Deltek Vision/Vantagepoint preferred) and CRM platforms.
- Financial Literacy: Ability to read and understand project variance reports, WIP, and Accounts Receivable aging.
- Personality: Strong organizational skills with the confidence to say "No" to senior staff when policy is threatened.
- Education: Post-secondary education in Business Administration, Accounting, or a related field.
Top Skills
What We Do
Ecora is a team of genuine, conscientious professionals that offers a full spectrum of consulting services in engineering, environmental sciences and natural resource management to our diverse clients in municipal developments, every level of government, forestry, oil and gas, environmental, alternative energy, and other industries. In addition to these clients, we provide services and support to meet the unique needs of numerous First Nations communities in Western Canada.
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