Project Coordinator Role

Keller Engineering is a multi-disciplinary engineering firm that provides building and systems assessment and associated repair and renewal consulting services. Since the company’s formation in 1982, Keller Engineering has worked with a diverse range of clients across several markets including condominium, commercial, residential and public buildings.

We are looking for a dynamic, dedicated and hard-working individual to fill a Project Coordinator Role in our Vancouver Office. The Project Coordinator will play a vital role in supporting the teams overseen by the Branch/Team Managers, ensuring the smooth progression of projects within Keller Engineering. This role involves client communication, project administration, invoicing, managing accounts receivable, document management, team scheduling, proposal writing and assistance with the preparation of reports, contributing to the overall efficiency and success of regional operations. This role requires excellent organizational skills, attention to detail, and effective communication to maintain high standards in client relations and project management.

 

Key Responsibilities

1. Business Development & Pipeline Tracking
• Support the Marketing & Business Development Manager in coordinating & executing outreach initiatives and maintaining client relationships.
• Track and monitor future project opportunities, including opportunities noted in finalized, Depreciation Reports (DR) and Inspection & Repair (I&R) reports.
• Assist with maintaining and updating the business development pipeline, ensuring accurate forecasting and timely follow-up.
• Assist with research on potential clients, projects, and industry trends to identify new business opportunities.
• Update and maintain the company’s Client Relationship Management (CRM) system, ensuring data integrity and up-to-date client information.
2. Project Coordination
• Open and maintain project files using the prescribed standardized structure.
• Communicate with clients to collect required documentation, understand the nature of the project requests, and ensure project timelines are met.
• Assist with finalizing and formatting of reports, such as reserve fund studies and building condition assessments.
• Ensure timely updates to project statuses and manage project-related databases.
• Serve as an initial point of contact for clients, providing updates on project status and responding to inquiries.
• Follow up with clients to obtain missing documentation or approvals required for project progression.
• Prepare, track, and distribute proposals in conjunction with Team Manager and Regional Directors.
3. Administrative Support & Client Communication
• Maintain and update project tracking systems to ensure accurate and up-to-date records.
• Coordinate client and team meetings, including scheduling.
• Support the Regional Director and Team Manager with general administrative tasks as required
• Prompt and follow up with project professionals as client or invoicing deliverables may dictate.
• Answer and direct incoming phone calls professionally.
• Respond promptly to client emails and inquiries.
4. Office Administrative Task:
• In conjunction with other Project Coordinators, at the direction of the Administration Manager:
• Manage day-to-day operations of the office, ensuring alignment with organizational priorities.
• Develop and implement administrative processes to improve efficiency and accuracy.
• Monitor administrative budgets and oversee procurement of office supplies and services.
5. Financial Administration
• Manage accounts receivable, including issuing invoices upon project completion or milestone
• Follow up on outstanding payments and maintain accurate financial records. (e.g. 30, 60, 90 days)
• Assist in verifying and reconciling accounts payable transactions.
• Answer client and vendor inquiries related to financial matters, including payment schedules and account discrepancies.
• Collaborate with the Senior Bookkeeper to ensure accurate financial reporting and adherence to accounting protocols.
6. Quality Assurance
• Ensure all client deliverables meet company standards for appearance and structure.
• Monitor timelines and deadlines to ensure projects stay on track and escalate issues, when necessary, follow-up with Project Leads, notify Branch/Team Managers when appropriate.
7. Collaboration
• Work closely with coordinators and corporate services staff to align efforts and share best practices.
• Contribute to improving processes and tools to enhance efficiency and client satisfaction.
• Assist with administrative onboarding of team personnel.
• Provide same services as above to support other teams as may be required.

Travel Requirement 

Occasional travel may be required for company events, tradeshows, client meetings, or industry functions predominantly held within the Metro Vancouver area.

Qualifications & Skills

• Post-secondary diploma or diploma in administration, project management, or a related field is preferred.
• 1-3 years in a similar role, preferably in the engineering, construction, or consulting industry.
• Highly Proficient in Microsoft Office Suite (Word, Excel, Outlook). Experience with project management software is an asset.
• Strong verbal and written communication skills with an ability to interact professionally with clients and team members.
• Highly organized with the ability to manage multiple priorities and deadlines.
• Meticulous with reviewing documents and ensuring compliance with standards.
• Proactive approach to identifying and resolving issues independently.

Work Environment

• Full-time, office-based role, with a collaborative team environment.
• Fast-paced environment requiring adaptability and multitasking.
• The role may occasionally require extended hours during peak periods.

Benefits

• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match