Indigenous Restoration Services Corp. is seeking an experienced and highly organized Operations & Project Coordinator to oversee the administrative and operational functions that keep our restoration and construction projects running smoothly.
This is a key position within our growing company, responsible for coordinating projects, supporting accounting functions, managing logistics, scheduling crews and subcontractors, tracking project costs, and ensuring projects are completed efficiently, safely, and on budget.
The successful candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and enjoy balancing multiple priorities while supporting both field operations and office administration.
Responsibilities:
Project Coordination
- In coordination with the Construction Manager, coordinate multiple restoration and construction projects from start to finish.
- Monitor project schedules, milestones, budgets, and deliverables.
- Support Project Managers and field supervisors with day-to-day project administration.
- Maintain project documentation, permits, contracts, and correspondence.
- Coordinate meetings and prepare project reports.
- Track project progress and proactively identify scheduling or operational issues.
Operations Management
- Coordinate daily field operations and administrative activities.
- Schedule employees, subcontractors, equipment, and resources.
- Monitor workflow to maximize efficiency and productivity.
- Develop and improve office and operational procedures.
- Assist management with strategic planning and operational reporting.
Accounting & Financial Administration
- Manage daily accounting functions using QuickBooks Online.
- Process accounts payable and accounts receivable.
- Prepare customer invoices and monitor collections.
- Enter bills, receipts, journal entries, and expense transactions.
- Reconcile bank accounts and credit cards.
- Assist with month-end and year-end financial reporting.
- Support budgeting and project financial analysis.
Job Costing & Project Reporting
- Maintain project budgets and job costing using Contractor Foreman.
- Track labour, equipment, subcontractor, and material costs.
- Prepare project profitability and cost reports.
- Monitor project expenditures against budgets.
- Generate reports for management and clients as required.
Timesheet Administration
- Collect, review, and verify employee timecards in Contractor Foreman.
- Coordinate payroll information for processing by Payroll Specialist.
- Maintain accurate labour records for project costing.
Scheduling & Logistics
- Coordinate project schedules, crew assignments, and equipment utilization.
- Schedule subcontractors and specialty trades.
- Arrange and as required, complete deliveries, pickups, transportation, accommodations, and travel logistics.
- Coordinate mobilization and demobilization of crews and equipment.
- Ensure materials and equipment are available when required.
Procurement & Inventory
- Source materials, equipment, and rental resources.
- Obtain supplier quotations and negotiate pricing where appropriate.
- Prepare purchase orders and monitor deliveries.
- Track inventory and coordinate replenishment of supplies.
- Build and maintain positive relationships with suppliers and vendors.
Fleet & Equipment Management
- Coordinate maintenance schedules for company vehicles, trailers, and equipment.
- Monitor vehicle registrations, insurance, inspections, and licensing requirements.
- Maintain equipment inventory and service records.
- Coordinate repairs and preventative maintenance to minimize downtime.
Safety & Compliance
- Maintain health and safety documentation and records.
- Coordinate employee training certifications and renewals.
- Assist with COR™ and other safety program requirements.
- Maintain incident reports and safety meeting documentation.
- Ensure project documentation complies with company policies and client requirements.
Contract Administration
- Assist with preparing quotations, estimates, contracts, and work orders.
- Track contract requirements, insurance certificates, bonding, and change orders.
- Monitor project documentation to ensure contractual compliance.
- Support the preparation of progress billings and project close-out documentation.
General Administration
- Maintain organized digital and physical filing systems.
- Prepare reports, spreadsheets, presentations, and correspondence.
- Answer phones and respond to client inquiries professionally.
- Support senior management with special projects and operational initiatives.
- Continuously identify opportunities to improve efficiency and workflow.
Requirements:
- Diploma or degree in Business Administration, Accounting, Construction Management, Project Management, or a related field, or an equivalent combination of education and experience.
- Minimum 3 years of experience in project administration, operations coordination, construction administration, or a similar role.
- Strong proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
- Experience using QuickBooks Online, Contractor Foreman or similar construction management software is considered a strong asset.
- Excellent organizational, planning, and multitasking abilities.
- Strong analytical and problem-solving skills.
- Exceptional attention to detail and accuracy.
- Excellent verbal and written communication skills.
- Ability to work independently while supporting a collaborative team.
- Valid Class 5 Manitoba Driver's Licence is preferred.
This is a hybrid location role, with opportunity to work from home but also a requirement to be available to travel to the company’s staging location in St. Laurent, Manitoba as well as the communities in which the crews are working.
This role is a fundamental part of our team and offers opportunity for growth over the years, including paid courses to allow you to further develop as a professional in the industry. We offer competitive wages based on experience and skills and a benefits plan.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Indigenous Restoration Services Corp. is committed to employment equity and encourages applications from qualified Indigenous candidates and all individuals who share our commitment to excellence, integrity, and community service.
Job Type: Full-time
Education:
- AEC / DEP or Skilled Trade Certificate (preferred)
Experience:
- construction: 3 years (preferred)
Language:
Licence/Certification:
- Driver's Licence (required)
Willingness to travel:
Work Location: Hybrid remote in Winnipeg, MB (Interlake Region)
