Title: Project Coordinator, Sustainability and Decarbonization Management

Reports to: Director, Sustainability and Decarbonization Management

Position Summary: The Project Coordinator will manage a range of administrative and tasks, including team support, tender document preparation, vendor invoice management, and project coordination. They will work closely with consulting firms, contractors, and stakeholders to ensure projects meet scheduling and budget requirements. Additionally, the coordinator will enhance efficiency by facilitating knowledge sharing, standardizing processes, and overseeing project forecasting and approval tracking.

Responsibilities:

Project Coordination and Documentation

• Prepare and coordinate tender packages, manage bid analysis, collaboration with Procurement and ensure proper administration of CCDC documents.
• Lead, monitor, and update project documents to ensure accuracy and compliance with standards.
• Update project schedule for the Sustainability Department on a regular basis.
• Visit project sites for meetings and progress reporting.
• Collaboration with other departments to ensure more efficient processes and communication.

Financial and Vendor Management

• Investigate and resolve purchase order and invoicing discrepancies, including holdbacks and change orders.
• Manage vendor-related tasks, including setting up new vendors, updating existing vendor data, coordination of vendor site visits with operations and responding to inquiries on PO and invoice statuses.

Reporting and Analysis

• Prepare and support various reports (e.g., monthly update reports, accrual, GR/IR, and holdback), analyzing data in collaboration with team leads and consultants.
• Assist with annual and quarterly budgeting and forecasting processes, updating budget tracking documents as necessary.
• Maintain tracking documents, including Capex ResServ in Power BI, to monitor project progress and support decision-making.

Auditing and Compliance

• Assist with audit requests, preparing and organizing backup documentation and reporting as needed.
• Ensure adherence to health and safety standards, promptly addressing and reporting any issues.
• Support regulatory administration tasks, including TSSA reporting.

Administrative Support and E-Filing

• Maintain a structured e-filing system on SharePoint to ensure easy access and organization of project documents.
• Provide general office management support as required.

Other Duties

• Assist with ad hoc projects, support of Project Managers and additional responsibilities as assigned by the Director, Sustainability and Decarbonization Management.

Qualifications:

• A university degree or college diploma.  Engineering experience preferred.
• Minimum 5 years of experience working with vendors, contractors and clients in the private sector.
• Strategic, analytical and practical thinker.
• Related experience in Project Coordination or equivalent.
• Experience with complex data manipulation through MS Excel.
• Attention to detail and a high level of accuracy and multi-tasking.
• Demonstrate the ability to manage time effectively, prioritize and work under pressure to meet multiple deadlines.
• Solid organizational skills.
• Excellent time management and communication skills
• Team player.