Project Coordinator

Title:Project Coordinator/Administrator
Company: GAL Power Systems
Location: Ottawa, Ontario
Job Type: Permanent, Full-Time

Reports To
Team Lead, Project Management

Summary:

Working as part of the projects team and reporting to the Team Lead-Project Management, the Project Coordinator is a professional responsible for tracking, procurement, and logistic coordination of equipment and materials required for projects sold by the sales department, as well as coordinating start-ups. Key accountability is to provide accurate and timely coordination of projects, deliver excellent customer service, update the internal system, schedule start-up and commissioning visits, and proactively communicate with all stakeholders.

The Ideal Fit:

• Strong ability to manage competing priorities
• Excellent time management and organizational skills
• Demonstrated accountability and dependability
• Analytical mindset with strong problem-solving skills
• Exceptional interpersonal and negotiation skills
• Detail-oriented with strong decision-making abilities
• Collaborative team player with a customer service-oriented attitude

What You’ll Do – The Role:

• Liaise with sales staff to ensure project files have all necessary background scope documents.
• Set up all project information in the company’s business system upon release.
• Maintain a project database with comprehensive order information for reference.
• Calculate estimated lead and lag time, updating the database with actual delivery schedules.
• Coordinate equipment and accessory orders from suppliers, ensuring accuracy and timeliness.
• Review equipment inventory system before placing orders and ensure cost alignment.
• Proactively resolve project issues by liaising with internal and external stakeholders.
• Follow up with customers for approval of equipment drawings.
• Coordinate logistics and equipment transportation per project requirements.
• Maintain ownership of projects through completion, coordinating with team members.
• Create bills of lading for shipments and prepare files for invoicing.
• Coordinate start-ups with customers, accounting, service, and technicians.
• Communicate necessary steps and schedule visits within budget constraints.
• Complete invoicing for projects.

What You Need:

• Minimum 2 years of college in related programs.
• Minimum 3 years of direct experience as a coordinator in a similar environment.
• French language skills are considered an asset.
• Strong computer skills, including Microsoft Office proficiency.
• Organized, responsible individual with strong multitasking abilities.
• Willingness to learn new skills and support the team as required.
• Self-starter and team player, able to work both independently and collaboratively.
• Proactive approach to resolving customer complaints and disputes.
• Professional demeanor with high ethical standards.
• Participation in company-sponsored training programs.
• Assist in developing stronger relationships with customers and suppliers.
• Flexible and adaptable to meet customer requests and reschedule non-critical work.
• Ensure all company documents are accurate, professional, and aesthetically pleasing.
• Adherence to all health and safety rules and recommendations.
• Availability in the case of a power outage or declared State of Emergency.
• Willingness to perform other tasks and responsibilities consistent with the position.

Working Conditions:

• Manual dexterity required to use desktop computer and peripherals.
• Occasional after-hours support may be required.
• Lifting or moving up to 30lbs may be required.

Job Types: Full-time, Permanent

Salary: From $54,000.00 per year

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Tuition reimbursement
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• coordinator: 3 years (required)

Language:

• English (required)

Ability to Commute:

• Carp, ON K0A 1L0 (required)

Work Location: In person