Project Coordinator

Location:Edmonton / Calgary / GTA

Our Company

Willowglen Systems is a leading industrial automation company that provides innovative solutions for various industries, including oil and gas, rail, and energy. We are committed to innovation and continuous improvement, and we are looking for a Project Coordinator to join our team and drive our projects to success.

Position Summary:

Are you highly organized, detail-oriented, and excited about driving projects to success? We’re looking for a proactive Project Coordinator to play a key role in keeping our projects on track and our teams connected. In this dynamic role, you’ll coordinate schedules, track deliverables, manage essential documentation, and ensure seamless communication across all project stakeholders.

You’ll also be hands-on with our Business Central ERP system, managing data entry and updates for a portfolio of a dozen active projects. If you’re someone who thrives in a fast-paced environment, loves working with systems, and has a knack for keeping things running smoothly, we’d love to hear from you

Key Responsibilities

• Project Planning & Coordination: Coordinate and monitor day-to-day project activities to support project delivery.
• Track project schedules, milestones, budgets, forecasts, and action items.
• Manage and maintain ERP system information for all projects, ensuring data accuracy pertaining to project budgets, expenses, forecasts, and other financial records.
• Support project planning and resourcing.
• Coordinate and track change orders and related proposal submissions.
• Maintain stakeholder matrices and project artifacts (Risks, Assumptions, Issues, Decisions, Lessons Learned) logs.
• Support team onboarding and offboarding processes.

Communication Management

• Co-produce and format monthly project reports and stakeholder progress updates.
• Draft and distribute meeting agendas and detailed minutes of meetings (MoMs) for internal and external sessions.
• Maintain and organize the project mailbox to ensure timely follow-ups and efficient communication flow.

Document Management

• Manage document control activities in compliance with customer policies, including version control, QA/QC checks, formatting, approvals, and transmittals.
• Prepare, send, and log formal document transmittals.
• Assist in subcontractor audit documentation and maintain NDA tracking and auditing via DocuSign.

System & Platform Administration

• Act as system administrator for various project tools including user setup, permissions management, report configuration, and basic training/support.
• Monitor document workflows and ensure secure and organized storage of project files.

Tools & Platforms Used:

• Document management and collaboration: Microsoft SharePoint, DocuSign and Aconex
• Schedule management: MS Project, Planner and Oracle Primavera P6
• Communication and coordination: Microsoft Teams
• Work and Time management: Jira, Tempo
• Project financial data management: ERP System, Power BI
• Generic Tools: MS Office Suite – Word, Excel, PowerPoint, Outlook, Visio

Key Qualifications & Experience:

• Bachelor’s degree in business administration, Engineering, Information Technology, or a related field.
• 2–4 years of experience in a project coordination, project controls, or project support role.
• Strong organizational and time management skills, with attention to detail.
• Excellent verbal and written communication skills.
• Familiarity with project management principles (Agile/Waterfall/Hybrid methodologies preferred).
• Experience with or willingness to learn enterprise platforms listed above.

Willowglen Systems Inc. is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce. We thank all the applicants for their interest in this position; however, only those selected for an interview will be contacted by our recruitment team. If you require accommodation, please reach out to our hiring team and we will work with you to find reasonable solutions

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