Equipment Projects Coordinator

MDA Auto Solutions Inc•Edmonton, AB

2d•Onsite

About The Position

Western Canada’s Largest Dealer-Owned purchasing group is growing again! WD Co-Auto is seeking a proactive Equipment Projects Coordinator to play a key role in managing the internal execution of equipment projects from quote approval through delivery and installation. This role offers the opportunity to grow into more advanced project coordination and operations responsibilities while gaining hands-on experience in a collaborative, in-office environment. If you're organized, communicative, and excited to make a measurable impact on project execution, we’d love to hear from you.

Requirements

1–3 years’ experience in project coordination, logistics, supply chain support, or a similar operations‑focused role.
Strong organizational and project‑coordination skills with the ability to manage multiple timelines and details.
Clear, professional communication skills for working with sales teams, vendors, and warehouse staff.
Ability to identify issues early, troubleshoot delays, and take proactive steps to keep projects on track.
High attention to detail when tracking equipment orders, documenting project changes, and maintaining accurate records.
Solid time‑management skills and the ability to prioritize tasks in a fast‑paced environment.

Responsibilities

Coordinate the internal flow of equipment projects from quote approval through delivery and installation.
Maintain project tracking and internal timelines based on dates and scheduling information provided by Sales Representatives.
Ensure project information including equipment requirements, delivery timelines, and installation details are properly documented.
Maintain organized records for equipment projects including orders, documentation, and delivery details.
Track project progress internally and provide status updates to Sales Representatives when required.
Coordinate ordering of equipment and project components once quotes are approved.
Work with vendors and the purchasing team to confirm equipment availability, lead times, and shipment schedules.
Track purchase orders associated with equipment projects to ensure timely fulfillment.
Monitor vendor lead times and proactively flag delays that may impact project timelines.
Ensure all equipment, accessories, and materials required for projects are ordered and scheduled appropriately.
Coordinate delivery timelines between vendors, warehouse teams, subcontractors, and installation partners.
Schedule equipment deliveries and installation logistics once required dates and site readiness information are provided by the Sales Representative.
Maintain installation calendars and internal scheduling information.
Track shipment status and confirm delivery dates for equipment and materials.
Manage and document project change orders including additional equipment, accessories, or scope adjustments.
Prepare quote additions or order updates when project scope changes.
Ensure all project documentation is complete and stored within company systems.
Maintain clear records of project updates and changes.
Support Sales Representatives by ensuring equipment projects progress smoothly through ordering, delivery, and installation.
Maintain regular communication with sales staff regarding project status and potential delays.
Assist with preparation of deposits and project documentation required prior to order placement.
Work closely with the Supply Chain Coordinator and warehouse staff to ensure equipment availability and delivery readiness.
Provide support to supply chain and order desk functions.
Maintain strong coordination between purchasing, sales, warehouse, and installation teams.
Other duties as assigned by the Purchasing Manager