Project Coordinator

MCW Group of Companies•Vancouver, BC

8d•CA$55,000 - CA$68,000•Onsite

About The Position

MCW Consultants Ltd. is seeking a detail-oriented and proactive Project Coordinator to join our Vancouver office. This role provides essential administrative and operational support to our project delivery teams, ensuring smooth day-to-day project delivery and office operations. The successful candidate will work directly alongside our existing Project Coordinator and be fully embedded in the department they support. This is an excellent opportunity for someone who thrives in a busy professional environment, takes ownership of their responsibilities, and wants to develop a long-term career in the engineering consulting industry.

Requirements

2–3 years of experience in an administrative, project coordination, or office support role, preferably in engineering, construction, or professional consulting.
Experience supporting multiple teams or departments in a fast-paced professional environment.
Experience preparing, formatting, and coordinating technical documents, reports, and correspondence.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
Excellent organizational and time-management skills with the ability to handle multiple priorities and meet deadlines.
Strong written and verbal communication skills with attention to detail.
Ability to maintain confidentiality and handle project-related information with professionalism.
Self-motivated, reliable, and adaptable with a proactive approach to problem-solving.
Service-oriented attitude with a genuine interest in supporting project teams and office operations.
Ability to work independently while collaborating effectively across departments.

Nice To Haves

Familiarity with specification documents or construction administration processes is an asset.
Experience with document management systems or collaboration tools is an asset.
Familiarity with Softr, Dayforce, or similar platforms is an asset.

Responsibilities

Prepare, format, and distribute project documents including specifications, correspondence, reports, drawing packages, and meeting minutes.
Maintain organized project files and electronic document management systems, ensuring records are accurate and accessible.
Coordinate printing, binding, scanning, and distribution of drawings and project documents, including courier arrangements.
Assist with invoice and expense tracking, and coordinate with the accounting team as required.
Support Quality Management Plan (PPMP) updates and document control compliance.
Format specifications and create project letters on MCW letterhead as required by project teams.
Oversee office supply ordering, restocking, and inventory for stationery and kitchen supplies.
Coordinate project-related travel arrangements including flights, ferries, and accommodations for department staff as required.
Organize Lunch & Learn sessions with external suppliers, including scheduling, invitations, attendee coordination, and catering.
Collect and distribute mail; monitor voicemails and forward as appropriate.
Receive couriers, accept parcels, and manage visitor access to the office.
Maintain shared office areas including boardrooms, kitchen, and common spaces.
Process cheque deposits and compile credit card expense reports for submission to the accounting team.
Maintain monthly office-related accounts payable tracking and liaise with the accounting team.
Coordinate requests with our offsite document storage facility for project record retrieval and delivery.
Create and maintain monthly office calendars including staff birthdays, anniversaries, and key events.
Provide Notarius registration instructions and support to staff as needed.
Additional duties as assigned by the Mechanical or Electrical Department Leads