Project Coordinator / Senior Project Coordinator – Site Services
Department: Operations – Site Services
Location: Alberta Industrial Heartland / Dow Project Sites
Reports To: Project Manager / Senior Project Manager
Employment Type: Full-Time
Position Overview
The Project Coordinator / Senior Project Coordinator – Site Services is responsible for providing project coordination, administrative oversight, and operational support for multiple industrial construction and Site Services contracts.
This position will serve as a primary liaison between Backwoods Group, PCL, Ledcor, Dow, internal operations teams, field supervision, vendors, and other project stakeholders in support of current and upcoming Site Services scopes.
As Backwoods Group's work at Dow continues to expand, this role will help establish and maintain the administrative and coordination structure required to effectively manage multiple concurrent contracts and scopes. The position is intended to provide oversight of project administration rather than performing primarily day-to-day transactional administrative work.
The successful candidate will be highly organized, proactive, and comfortable working in a fast-paced industrial construction environment where priorities, manpower requirements, equipment needs, and client requests can change quickly.
Key Responsibilities
Project Coordination & Oversight
- Coordinate the administrative and operational requirements associated with multiple Site Services contracts and scopes at Dow.
- Maintain visibility across current and upcoming work to ensure project requirements, commitments, deadlines, and deliverables are identified and managed.
- Develop and maintain effective systems for tracking project activities, client requests, action items, documentation, manpower, equipment, vendors, and outstanding requirements.
- Receive and coordinate requests from PCL, Ledcor, Dow, and other project stakeholders, ensuring each item is assigned to the appropriate internal resource.
- Monitor outstanding action items and follow up with responsible parties to ensure commitments are completed and formally closed out.
- Identify competing priorities, potential delays, resource constraints, and administrative gaps and escalate concerns to project leadership as required.
- Support the coordination of multiple concurrent contracts while maintaining clear separation of scope, documentation, resources, and client requirements.
Client & Stakeholder Liaison
- Act as a primary Site Services coordination contact between Backwoods Group and client/contractor representatives, including PCL and Ledcor.
- Develop strong working relationships with client representatives, field leadership, subcontractors, vendors, and internal departments.
- Participate in client and project meetings and ensure decisions, action items, responsibilities, and deadlines are documented and communicated.
- Coordinate responses to client requests and ensure appropriate follow-through by internal departments and operational teams.
- Maintain professional, timely, and consistent communication with project stakeholders.
- Support project leadership in identifying upcoming client requirements and preparing Backwoods resources accordingly.
Manpower & Resource Coordination
- Work closely with Operations, Recruitment, Human Resources, Training, and field supervision to coordinate manpower requirements across project scopes.
- Maintain visibility of current and upcoming workforce requirements, including positions, quantities, schedules, mobilization dates, qualifications, and site-specific requirements.
- Assist with workforce planning to ensure resources are identified and mobilized in accordance with project schedules.
- Coordinate project requirements related to equipment, vehicles, materials, and other operational resources.
- Support mobilization and demobilization activities as project scopes begin, change, or conclude.
Equipment, Vendor & Subcontractor Coordination
- Coordinate equipment and vendor requirements based on project needs.
- Track equipment requests, deliveries, rentals, utilization, returns, and outstanding requirements as applicable.
- Coordinate with approved vendors and subcontractors to support project schedules and operational requirements.
- Assist with obtaining quotes, purchase requirements, documentation, and approvals in accordance with company processes.
- Monitor vendor commitments and follow up on outstanding deliverables.
- Work with project leadership to identify opportunities to improve resource utilization and coordination between multiple scopes.
Project Administration & Controls
- Provide oversight and coordination of project administration to ensure documentation is accurate, current, organized, and readily available.
- Establish standardized administrative processes, trackers, templates, reporting tools, and communication practices to support expanding Dow operations.
- Maintain project action registers and ensure open items have clearly identified owners and due dates.
- Coordinate documentation associated with project startup, execution, changes, and closeout.
- Assist with contract and scope tracking, change management, purchase orders, work orders, invoicing support, and project documentation as required.
- Coordinate with Finance, Payroll, HR, HSE, Training, and Operations to resolve project administrative issues.
- Support project reporting by gathering and consolidating information from field and corporate teams.
- Ensure project records are maintained in accordance with company and client requirements.
Senior Project Coordinator Responsibilities
Where the position is designated at the Senior Project Coordinator level, additional responsibilities may include:
- Provide overall coordination and administrative oversight across multiple concurrent Site Services contracts and scopes.
- Establish the project coordination framework, processes, reporting structure, and administrative controls used across the Dow portfolio.
- Provide guidance and direction to Project Coordinators, Administrators, and other project support personnel.
- Review project workflows and identify opportunities to streamline processes, eliminate duplication, and improve accountability.
- Support Project Managers and senior leadership with workforce forecasting, resource planning, project reporting, and contract administration.
- Coordinate higher-level client requests and issues requiring involvement from multiple Backwoods departments.
- Monitor trends, recurring issues, risks, and resource constraints across the portfolio and bring recommendations forward to project leadership.
- Assist with the startup and integration of new contracts and scopes as Backwoods' Site Services work expands.
- Ensure project administration functions operate consistently across contracts rather than independently or reactively.
- Act as a senior coordination point when Project Managers or operational leaders require cross-functional support.
Qualifications & Experience
- Diploma or degree in Construction Management, Business Administration, Project Management, Engineering Technology, or a related discipline is considered an asset.
- Previous experience in project coordination within industrial construction, maintenance, turnaround, civil construction, Site Services, oil and gas, petrochemical, or a related environment is strongly preferred.
- Previous experience supporting multiple contracts, projects, or scopes simultaneously.
- Strong understanding of industrial construction project environments and the interaction between clients, general contractors, subcontractors, vendors, and field operations.
- Experience coordinating manpower, equipment, vendors, project documentation, and client requests.
- Experience with project controls, contract administration, procurement, cost tracking, or change management is considered an asset.
- Strong computer skills, including Microsoft Office applications, particularly Excel, Outlook, Teams, and SharePoint.
- Experience with construction/project management software or ERP systems is considered an asset.
- Valid Class 5 Driver's Licence and ability to travel to project locations as required.
Knowledge, Skills & Competencies
The successful candidate will demonstrate:
- Exceptional organization and ability to manage multiple priorities simultaneously.
- Strong project coordination and follow-through skills.
- A proactive approach with the ability to anticipate project requirements rather than waiting for issues to arise.
- Strong written and verbal communication skills.
- Ability to communicate effectively with clients, project managers, field supervision, trades, vendors, and corporate departments.
- Strong attention to detail while maintaining awareness of broader project priorities.
- Ability to establish processes and structure in a growing and changing project environment.
- Sound judgment and the ability to determine when issues require escalation.
- Strong problem-solving and decision-support skills.
- Ability to hold stakeholders accountable for assigned action items in a professional and collaborative manner.
- Ability to work independently while remaining closely connected with project and operational leadership.
- Strong commitment to safety, quality, Indigenous economic participation, and the values of Backwoods Group.
Key Measures of Success
Success in this position will be demonstrated through:
- Clear visibility of requirements and outstanding items across all Site Services scopes.
- Client requests being documented, assigned, tracked, and closed out in a timely manner.
- Effective coordination between Backwoods Group, PCL, Ledcor, Dow, vendors, and internal departments.
- Improved workforce, equipment, and vendor planning.
- Consistent administrative processes across multiple contracts.
- Accurate and timely project documentation and reporting.
- Reduced reliance on Project Managers for routine administrative follow-up.
- Early identification and escalation of project risks, resource constraints, and outstanding requirements.
- Development of a scalable project coordination structure capable of supporting additional Dow contracts and future Site Services growth.
Role Objective
The overall objective of the Project Coordinator / Senior Project Coordinator – Site Services is to create structure, visibility, and accountability across Backwoods Group's expanding Site Services portfolio.
Rather than focusing primarily on transactional administrative activities, this role will ensure that the people responsible for those activities have the information, direction, and follow-up required to complete them successfully. The Project Coordinator/Senior Project Coordinator will connect the client, project leadership, field operations, corporate departments, vendors, equipment, and workforce requirements so that commitments are clearly understood, assigned, tracked, and completed.
As the Dow portfolio grows, this position will play an important role in developing a scalable coordination model that allows Backwoods Group to effectively support multiple contracts and scopes while maintaining strong client service, operational readiness, and project accountability.
