Project Coordinator

Job summary

Support the planning and implementation of mechanical and ventilation projects while coordinating activities between service and delivery teams. Assist in managing project budgets, timelines, bills of material, and quality assurance documentation.

Job details

Who You Are You’re an emerging Project Coordinator with the technical foundation to support both simple and complex projects. You build solid relationships with stakeholders and thrive in a team environment where you can learn from experienced colleagues. You have excellent communication skills, and at your core you are a proactive problem solver who doesn’t let a project hiccup slow you down. Your mission at Preston Phipps is to take the project management tools and processes we currently have and help make them better. We’re not talking about a cookie‑cutter model cobbled together from industry “best practices.” We’re talking about building something unique that works for our business. You love a challenge and the opportunity to learn new things. Never have you been accused of waiting for work to come to you — if you are caught up on your assignments, you go out and assist your team members. You are always looking to learn. You will work closely with the Service Coordinator and Project Manager, learning their workflows and gradually taking on coordination responsibilities as your experience develops. About the Role Support the planning and implementation of assigned projects, working collaboratively with the Service Coordinator and Project Manager to advance project activities, including: Coordinating project activities related to mechanical systems, critical air equipment, and lab ventilation solutions, ensuring alignment with Preston Phipps’ technical standards and supplier requirements. Facilitating the definition and scope of projects, goals, and deliverables. Supporting pre‑quote scope reviews and participating in formal handover meetings to ensure accurate project definition and smooth transition into execution. Assisting in coordinating project activities between service and project delivery teams to ensure smooth communication and alignment across functions. Defining project tasks and resource requirements under guidance. Supporting project budget and timeline adherence. Reviewing and managing bills of material and project deliverables. Maintaining quality assurance, including reviewing specifications, drawings, and supplier equipment documentation for accuracy. Reporting project status to stakeholders and helping manage expectations. Conducting project evaluation and results assessment. Facilitating project meetings, status updates, and debriefings, and supporting strong collaboration on project execution and effective communications. Assisting in executing project tasks (including procurement) as directed to ensure that projects are advanced effectively. Assisting in preparing early scheduling inputs, technician labour requirements, and coordination details for review by the Service & Controls Manager. Performing risk management activities to minimize project risks. Documenting lessons learned from projects and ensuring their use for future projects. Keeping informed of developments in project management and investigating new methodologies and tools that may better serve our work. Contributing to continuous improvement by identifying gaps in project coordination and proposing practical enhancements to tools and processes. Promoting and supporting project management methodology and assisting staff engaging in project management practices. Learning and applying project coordination best practices through mentorship from the Service Coordinator and Project Manager, gradually expanding responsibilities as proficiency increases. Required Experience 1–3 years of project coordination or related technical experience; PMP or CAPM is an asset. Chemical or mechanical engineering degree (or equivalent technical education) is strongly preferred. Experience within HVAC mechanical and/or ventilation and/or controls is an asset. Experience within the industrial, commercial, and institutional sectors. Ability to read mechanical and electrical drawings. Experience using ERP software. Outstanding eye for detail and quality control. This is an office‑based role supporting both service and project delivery functions. Competencies Dealing With Ambiguity Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on. Composure Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis. Conflict Management Steps up to conflicts, seeing them as opportunities; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise. Technical Curiosity Demonstrates an interest in understanding mechanical systems, critical air equipment, and lab ventilation concepts; asks questions to deepen knowledge and improve coordination effectiveness. Decision Quality Makes good decisions based upon a mixture of analysis, wisdom, experience, and judgment; solutions and suggestions are accurate when judged over time; sought out by others for advice and solutions. Innovation Management Is good at bringing the creative ideas of others to market; has good judgment about which creative ideas and suggestions will work; can facilitate effective brainstorming; can project how potential ideas may play out in the marketplace. Interpersonal Savvy Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high‑tension situations comfortably. Priority Setting Spends time on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. Learning Agility Quickly absorbs new technical and procedural information; seeks feedback; applies lessons learned to improve coordination effectiveness. Please note that only selected candidates will be contacted. We thank all applicants for their interest in Preston Phipps.

What you’ll do

Support the planning and implementation of mechanical and ventilation projects while coordinating activities between service and delivery teams. Assist in managing project budgets, timelines, bills of material, and quality assurance documentation.

Requirements

Requires 1-3 years of project coordination experience and a degree in chemical or mechanical engineering. Proficiency in reading mechanical/electrical drawings and experience with ERP software is required.

Listed skills

• Continuous Improvement · Preferred
• Technical Documentation · Preferred
• Project Coordination · Preferred
• Quality assurance · Preferred
• Risk Management · Preferred
• Communication · Preferred
• Stakeholder Management · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project Coordination
• Stakeholder Management
• Budget Tracking
• Timeline Management
• Quality Assurance
• Risk Management
• Procurement
• Reading Mechanical Drawings
• Reading Electrical Drawings
• ERP Software
• Conflict Management
• Priority Setting
• Technical Documentation
• Resource Planning
• Continuous Improvement
• Communication

Job areas

• Engineering
• Manufacturing
• Management & Leadership
• Construction
• Administrative