Project Coordinator

The Project Coordinator assists Project Managers in facilitating, managing, and coordinating projects by interfacing with internal staff and external vendors. The Project Coordinator monitors all project budgets and assists with orders, accounting, and invoicing. This role demonstrates BGIS values in communications with clients and other team members.

KEY DUTIES & RESPONSIBILITIES

• Create and maintain weekly logs and update progress reports.
• Monitor budgets of assigned projects, ensuring Project Managers are informed of expenses, including purchase orders, invoice processing, and labor hours/tasks.
• Prepare and process subcontracts, purchase orders, and insurance certificates.
• Act as a liaison between subcontractors, vendors, and finance.
• Assist with closing out all project accounts.
• Schedule meetings with Project Managers and finance to review timelines and project progression.
• Deliver accurate, high-quality, and timely results in business administrative support.
• Prioritise administrative project workflow, including active work, forecast work, and backlog, ensuring deliverables meet deadlines.
• Promote SharePoint usage and maintain consistency, including auditing and updating documents and sites.
• Identify opportunities for process improvements in operational workflows.
• Assist in gathering client insights to create process improvements.
• Contribute to other key initiatives as assigned.
• Prepare, consolidate, and report routine and complex data.
• Prepare monthly client invoices and reports.
• Review timecard entries.
• Prepare executive summaries.
• Support client account management with financial and other reporting needs.
• Support monthly and quarterly client financial, business plan, and reporting requirements.
• Perform monthly variance and outlook analyses.
• Interface with management and business users to document reporting requirements.
• Develop and generate clear and concise reports.
• Participate in developing and implementing new reporting tools and administer them going forward.
• Assist in designing and developing enterprise-wide business intelligence capabilities.
• Process ad-hoc reporting requests.

Cross-Functional Relationships and Client Satisfaction

• Develop and maintain professional internal client relationships across departments and geographies.
• Participate in cross-departmental and corporate committees and teams as requested.
• Align work with BGIS annual strategy and goals.

Communication

• Communicate with and coordinate internal resources to meet project deliverables.
• Collaborate with internal clients to achieve shared business objectives.
• Direct information flow to SharePoint, the network, and stakeholders.
• Share and communicate information and best practices.
• Engage in purposeful outreach and connection across departments and regions.

KNOWLEDGE & SKILLS

• Bachelor’s Degree or equivalent work experience.
• Minimum of three years’ experience in architecture, engineering, construction, or professional services industry preferred.
• Advanced business writing and editing skills, including copy suitable for advertising, marketing, and web content.
• Experience providing business support in a large organisation or multi-office environment strongly preferred.
• Ability to work independently and as part of a team.
• Strong time management skills to prioritise deliverables and meet deadlines.
• Highly proficient with Microsoft Word, Excel, PowerPoint, and Outlook.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Valid driver’s license and ability to provide personal transportation for meetings and job visits (reimbursement provided).
• Typical office work environment.