Project assistant Jobs in Ottawa, ON

About AMBICO

AMBICO is a family-owned business with a proud legacy of excellence dating back to 1955. As a world-class manufacturer of high-performance and decorative doors, frames, and windows, our mission is to deliver innovative solutions that meet the evolving needs of our clients while maintaining a commitment to quality, precision, and design. Together, we are shaping the future of door hardware manufacturing with innovation, integrity, and craftsmanship.

At AMBICO, we value potential as much as experience. If you believe you can bring value to the team, even if your background doesn’t align perfectly with the job description, please apply.

AMBICO is committed to diversity and equity in our workplace. We welcome applications from individuals of all backgrounds, including but not limited to Women, Aboriginal persons, Persons with disabilities, Ethnic minorities, Persons of minority sexual orientation or gender identity, Visible minorities, and others who may contribute to the diversification of our workforce and share our values.

We provide accommodation to ensure a fair and inclusive recruitment process for all candidates. If you are invited to continue the selection process, please notify us at hr@ambico.com if you require any adaptive measures to support your participation.

About the role

Under the supervision of the Director, Customer Relationship Management, the Project Coordinator supports the Project Management team by executing key administrative, coordination, and process driven activities that enable projects to move efficiently from order through closeout. This role acts as a central organizer and execution support, reducing friction, preventing delays, and ensuring information is complete, accurate, and timely across departments.

What you'll do

• Coordinate and maintain project documentation, job files, and required project records to support accurate and timely execution.
• Manage customer samples, approvals, and related tracking, ensuring follow‑ups and documentation are completed accurately.
• Update and maintain project status, milestones, and notes in workflow and CRM systems, ensuring data accuracy and consistency across platforms.
• Coordinate and maintain quality control related to stain approvals, as required.
• Coordinate requirements related to the product warranties and quality issues, including partnering with internal stakeholders.
• Identify missing, incomplete, or conflicting information and escalate issues appropriately to prevent delays or rework.
• Support administrative and coordination tasks related to auxiliary orders, replacements, coordinating letter from engineering, customer surveys and special project needs.
• Follow established SOPs and contribute to improved process discipline by identifying gaps, duplication, or recurring workflow issues.
• Support clear, professional customer communication by preparing draft correspondence and ensuring alignment with internal commitments.
• Coordinate requirements to remain compliant with the Lacey Act, FSC or other requirements related to the project.
• Act as backup to reception and CRM administrative functions to cover absences.
• Build technical, system, and process knowledge of products and project lifecycles in preparation for progression into a Project Manager role.
• Work collaboratively and safely with colleagues in cross-functional roles and departments for related projects.
• Other related duties, as assigned.

Qualifications

Education: College diploma in Office Administration or other equivalent training

AND

At least 3 years experience in an administrative support role.

Skills & Attributes Required:

• Excellent verbal and written communication skills
• Excellent organizational and time management skills with flexibility to respond to changing priorities
• Result oriented with strong focus on being accountable
• Strong customer orientation skills
• Proficient on computer software applications (Word, Excel)
• Good ability to use initiative and problem solve
• Ability to work independently as well as in a team

Work Conditions

• Extensive computer use and may involve long periods of sitting.
• Extensive mental effort to analyze information and prepare responses.
• This position is normally in-office.

Why Join AMBICO?

• Competitive salary of $55,000 - $70,000
• Comprehensive health, dental, and vision coverage
• Paid time off and a supportive work environment
• Work with a team that values family, tradition, and excellence

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