Project Coordinator – After Sales (Richmond,BC)



Responsible for the active management of projects within established schedules & budgets, typically from sale, through design, engineering, procurement, installation, commissioning certification and settlement of final accounts. This will be 50% of the daily responsibilities. The remaining 50% of the position will be responsible to assist project managers and senior projects managers in the administration of all project related administrative tasks. The percentage may vary at times, depending on the workload of the Project Services group.


Essential Responsibilities:

The Project Coordinator will be responsible for the following:

  • Supporting the work group with administrative / assistance
  • Managing and overseeing a limited number (approx. 3-5 projects) of projects and customer orders concurrently with a focus on maximizing margin and revenue enhancement and minimizing warranty claims through effective quality control effect quality control and on time delivery
  • Projects and customer orders will vary in size from approximately $500-$1,000,000.00 in value
  • Preparing, analyzing, reviewing, approving and managing the execution of project paperwork, including estimating, contracts, project schedules, budgets, invoices, application for payment, change orders, cost reports, cash flow projects, purchase orders, subcontractor bid documents, shipping documentation, project close-out reports and other paperwork necessary to manage and document projects through their lifespan
  • Reviewing, coding and approving invoices form vendors
  • Managing timely collection of revenue from clients
  • Managing all procurement activities
  • Monitoring//managing the installation of field supervisors activities on the project job site
  • Acting as the prime point of contact and liaison between the client, Whitewater and its partners
  • Maintaining a customer intimate focus and providing Wow that made my day experiences
  • Assisting the interdepartmental and intra-company project team to meet project goals
  • Updating the Senior Project manager on project variances from established schedules and budgets, in a timely fashion
  • Developing a well-rounded knowledge of products and installation requirements
  • Setting up and maintaining all project records in project binder and digitally
  • Completing project paperwork and liaising with various departments (engineering, shipping, manufacturing, etc.)
  • Assisting After Sales Specialists and senior project managers with administration of the above tasks on other projects and customer orders as required
  • Usage of non-compliance reporting(NCR/opportunity for improvement(OFI) procedures
  • Contributes to a culture of development/sustenance of Continuous Improvement and Lean philosophies
  • Continuous improvement of self and the team
  • Respect for people through positive communication, consideration and collaborative relationships
  • Works hard at being more present; to be open, be interested and be curious.
  • Maintain and follow best practices for operations including Customer Service, Quality, Lean Management and Safety
  • Execute responsibilities according to lawful and ethical standards
  • Define and align goals with departmental goals then ensure regular performance feedback is completed through performance feedback and goal setting program

Qualifications and Experience:

  • Some university, college or technical school training preferred
  • 1-2 years of experience in an PM role or technical role
  • Document Control experience in an engineering or architectural firm would be an asset
  • Previous experience completing shipping documentation would be an asset
  • Complete understanding of Microsoft Office (Word, Excel, Outlook, etc.) required
  • Previous experience with the use of SharePoint an asset.

 Soft Skills:

  • Detail oriented and exceptional analytical skills
  • Customer service orientation with professional and confident phone presence
  • Positive and results oriented attitude
  • Very pro-active and detail-oriented approach
  • Must be a team player and self-starter, requires minimal supervision
  • Ability to work in a team or matrix environment is required
  • Proactive and results oriented
  • Ability to develop and maintain effective internal and external working relationships with all levels in the organization
  • Excellent time management, organization and priority defining skills
  • Exceptional English language skills; ability to listen, communicate (written and oral) and collaborate.

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