Project Coordinator

at  Driftwood Communications

6800 Veyaness Road, Saanichton, British Columbia, Canada, V8M 2A8
full-time . January 8, 2025
Description
Driftwood Communications has an exciting opportunity for an experienced Project/Administrative Coordinator. If you’re looking for a role in a fast-growing industry and are ready to support our remote team of Project Managers, we want to talk.
Location: Victoria, BC. We’re looking for this person to join us at our Veyaness Road office.
Type: Permanent, full-time
Compensation: $48,000 - $62,000 annually

ABOUT THE ROLE

We are seeking a highly organized and detail-oriented Project/Administrative Coordinator to assist with the planning, execution, and monitoring of various projects within the company. The successful candidate will work closely with leaders, project managers, team members, and external stakeholders to ensure that all aspects of projects are delivered on time, within scope, and within budget.
This role involves managing schedules, tracking project progress, coordinating communication between different teams, and office administrative duties. To ensure that our team has appropriate coverage, you’ll learn quote preparation, permit application creation, and related tasks – this is a role where you’ll be expected to learn a lot about the telecom industry, so curiosity and initiative are key!

IN THIS ROLE, YOU WILL:

• Manage personal and shared Outlook mailboxes with a high volume of correspondence – triage, respond to, and action on each item with urgency.
• Create and maintain project files within a project management database application.
• Support project progression by following a prescribed process path.
• Follow and improve document control procedures.
• Share project documents at key times to facilitate timely project completion.
• Complete project files and database entries accurately in a timely manner.
• Ensure all documentation meets required standards and correct deficiencies when necessary.
• Create and maintain file structures for data storage using SharePoint and OneDrive, and other technical tools.
• Update databases and files with related correspondence and other documents.
• Ensure proscribed timelines are being met and project tasks are actioned in a timely manner.
• Reception duties including but not limited to answering phones, managing administration email, directing queries and information to appropriate departments and staff, and greeting visitors.
• Manage communication services including courier, postal, and fax.
• Create and maintain databases, records, spreadsheets, and reports to track various operational agreements and assets. Establish a filing system to store hardcopies of the same where necessary.
• Make approved purchases, and arrange delivery/pick up where needed, of office supplies and equipment for staff and clients as required. Create expense reports on a database software and manage office supply inventory.
• Work alongside the Accounting team (Accounts Payable) to track and validate purchases incurred by staff in a timely manner. Code and file any financial documents following established procedures.
• Assist in on boarding and off boarding of employees.
• Support re-occurring meetings with management of agendas and follow-up minutes distribution.
• Review and refine established procedures to improve efficiency.
• Other duties as assigned.