Project Coordinator

About Us

Established in 1982, Bulk Barn is Canada's largest bulk food retailer with close to 300 stores and growing! The key to our success is progressive thinking, detailed/ methodical planning and flawless execution by passionate people across our organization. We strive to foster a balanced and flexible culture that benefits both our customers and employees.

Our Values:

• High Standards
• Passionate
• Committed
• Exciting and Fun
• Supportive
• Customer Oriented

What We Offer

In addition to a competitive compensation program and employer-paid benefits, we also include:

• 32-hour flexible work-week program currently being tested
• Use of top-tier on-site fitness facility at our Corporate Head Office free of charge to employees

Job Purpose
The Project Coordinator is responsible for supporting the Project Manager(s) in the day-to-day activities within a Store Development project, including but not limited to; new stores, relocations, expansions, downsizes, renovations, rollouts and prebooks. The Project Coordinator provides “hands on” support throughout the full store project cycle including take-off counts, budgets, communication, and procurement.

The primary purpose of the role is to support the smooth, efficient execution of projects by managing administrative details, organizing resources and facilitating communication between team members and the Project Managers. The Project Coordinator will oversee NAV and the requirements for issuing Purchase Orders, Receiving, Invoicing, Item Code Descriptions, Item Codes, Maintenance and create process documents and ensure that they are being completed correctly.

Duties and Responsibilities

• Support the Project Manager(s) in the administration of contract changes, project change orders, work schedules, deficiencies and asset lists within each designated region.
• Manage changes to project scope and identify potential crises for communication to the Senior Manager, Store Development indicating any threats to timeline or budget for each project.
• Monitor project progress, track budgets, expenditures and resource availability, inventory risks to ensure project delivery is on time and on budget.
• Serve as the first point of contact for day-to-day hurdles during the fixture period, providing fast and practical solutions to the Project Manager(s) and Senior Manager, Store Development for resolution.
• Act as a liaison between Franchisees, Store Managers, internal stakeholders and third-party vendors to ensure effective communication (verbally and in writing) regarding project timeline/execution.
• Support the on-site Project Manager(s), and Supervisor, Store Fixture & Merchandising Team, ensuring all resources, fixtures and products are on site without delay.  
• Ensure all documents, reports, invoices, PO’s and communications are accurate, documented, logged and print ready.
• Select and utilize the most appropriate communication channel (email, phone, or in-person) based on the urgency and nature of the request.
• Apply for business license(s), building permits, and set-up phone lines and utilities for all projects, as required.
• Coordinate permit retrieval and distribute to the awarded General Contractor for on-site posting.
• Tender quotes from vendors, as required, for project budgets and special-order items.
• Partner with the Project Manager(s) to create project budgets with accuracy to meet project deadlines.
• Assist the Senior Manager, Store Development, on Timing of Events Letter for each project and circulate it to the appropriate parties.
• Create and issue approved purchase orders for all leaseholds, construction contracts, contract changes, project change orders, work schedules, etc.
• Initiate contracts for corporate stores, as required, and forward to Legal for approval and signature (i.e. Waste Management, HVAC, Window/Floor Cleaning etc.) prior to execution.
• Suspend corporate store contracts during store closures (i.e. renovation periods), as required (i.e. Waste Management, Canadian Linen, etc.).
• Manage the administration of the Purchase Order Program with pricing changes, and new fixtures.
• Create and issue Purchase Orders, follow up on receiving, reconciliation, invoicing and reporting in accordance with both department and Company processes.
• Create “No Price” copies of all Fixtures & Equipment Purchase Orders in binder format and distribute to the Distribution Centre for each and every project.
• Prepares fixture take-offs from approved store fixture layout, verifying counts for accurate ordering in accordance with budgets and report discrepancies.
• Count and verify all Leaseholds, Fixture & Equipment with the assistance of Project Manager prior to truck loading by Distribution Center.
• Prepare Pre-Fixture Kick off updates out-lining fixture status. Anticipate and proactively manage inventory risks.
• Manage and communicate truck schedule for Leaseholds, Fixture & Equipment shipping.
• Perform quarterly item maintenance for all Store Development inventory in NAV, including price changes and description changes in Play Zone.
• Prepare all NAV requests for inventory inquiries, pre-books, picking and invoicing, as required and provide updates to Senior Manager, Store Development.
• Create, maintain, and update warehouse logs to ensure orders are received and shipped on project timeline.
• Organize and complete fixture pre-books, as required.
• Organize and complete project store warranty information binders as required for the store build.
• Submit surveys to stores through portal as required by the business.
• Any other duties, as required by the business.

Education & Skills

• Post- Secondary education in Business, Administration and/or Project Management
• 1-3 years’ experience coordinating projects for multi-site retail environment
• 1-3 years’ experience working in a fast paced, deadline-driven environment
• 1-3 years’ experience of working with simultaneous projects
• Fluent in Microsoft Office Suite. NAV experience required.
• Ability to organize workflow, multi-task at high levels, and manage changing priorities within specified timelines
• Basic working knowledge of accounting principles and experience with purchase orders and invoicing
• Excellent communication skills (both oral and written)
• Proficiency and comfort level to communicate in one‑on‑one settings, group situations and over the telephone
• Resourceful, attentive with details and maintaining accurate record

Bulk Barn Foods Limited is an equal opportunity employer that values diversity in the workplace. Accommodation is available in accordance with the AODA, if requested.

Thank you for your interest. Only those candidates who are selected for an interview will be contacted. No telephone calls please.