About the Role
ASI Engineering is looking for a highly organized, proactive Project Coordinator for our Engineering & Operations division to help coordinate our engineering projects from kickoff through fieldwork, delivery, and closeout.
This is not an administrative position. You will be at the centre of our project operations, helping ensure our engineers and field teams have the information, schedules, access, travel arrangements, equipment, documentation, and coordination they need to execute projects successfully.
Our projects often involve multiple sites, field crews, client representatives, travel, specialized equipment, project documentation, and tight schedules. Your job is to bring those moving pieces together.
You will work closely with engineers, field staff, and other supporting team members to keep projects organized, anticipate logistical issues, communicate changes, and make sure commitments and follow-up items don't fall through the cracks.
What You'll Be Responsible For
- Coordinate project schedules across multiple active engineering and field projects.
- Maintain visibility into upcoming projects, fieldwork, deadlines, staff availability, and resource requirements.
- Coordinate field crews and help determine who needs to be where and when.
- Organize project travel, including flights, hotels/accommodations, rental vehicles, and transportation logistics.
- Coordinate site access, keys, client contacts, appointments, tenant or facility access windows, and other site-specific requirements.
- Prepare projects for internal kickoff meetings and ensure the team understands the scope, schedule, responsibilities, deliverables, and logistics before mobilization.
- Confirm that required project information, drawings, background documents, client information, field packages, and other resources are available before work begins.
- Coordinate equipment, PPE, vehicles, testing equipment, phones/tablets, and other field resources as required.
- Maintain project schedules and update them as conditions change.
- Communicate schedule and logistical changes quickly and clearly to affected team members.
- Help coordinate multiple crews working across different sites or geographic areas.
- Track project milestones, deliverables, outstanding information, and follow-up items.
- Maintain project trackers and help ensure tasks have clear owners and deadlines.
- Follow up with team members on outstanding actions and escalate issues when necessary.
- Help coordinate information between field staff and office staff so issues identified during fieldwork are captured and resolved.
- Support project managers with client communication, meeting coordination, documentation, and project administration.
- Coordinate project closeout and debrief meetings.
- Record lessons learned, decisions, and follow-up actions coming out of project debriefs.
- Ensure lessons learned and improvement items are carried forward into future project kickoffs, procedures, trackers, or internal workflows.
- Identify recurring coordination problems and help improve the systems we use to manage projects.
- Help create and maintain checklists, templates, standard operating procedures, and other tools that make project execution more consistent.
- Keep project information organized and accessible so the team can quickly understand the current status of a project.
- Support other project and operational coordination activities as ASI Engineering continues to grow.
What Success Looks Like
A great Project Coordinator at ASI Engineering will become the person who consistently knows what is happening, what is coming next, what is missing, and who needs to know about it.
Projects are ready before the team mobilizes. Field staff aren't arriving on site without information, access, equipment, or a clear plan. Travel and accommodations are organized ahead of time. Schedule changes are communicated. Project managers can quickly see where projects stand. Outstanding tasks have owners and don't disappear into emails or meeting notes.
Strong candidates will ideally have:
- Previous project coordination, operations, administrative, or scheduling experience.
- Strong written and verbal communication skills.
- Strong Microsoft Office skills.
- Experience working with shared calendars, spreadsheets, project trackers, and document-management systems.
- Strong attention to detail.
- The ability to manage deadlines and competing priorities independently.
- Experience coordinating travel or field operations.
- Experience working in engineering, construction, consulting, infrastructure, or another technical industry is an asset.
- Experience with Microsoft Teams and SharePoint is an asset.
- Experience developing or improving internal processes, SOPs, templates, or checklists is an asset.
Pay: $66,800.00-$98,600.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
Work Location: In person
