Project & Operations Coordinator

Savaria Corporation•Coquitlam, BC

17h•CA$50,000 - CA$60,000

About The Position

Western Elevator is seeking a detail-oriented and highly organized Project & Operations Coordinator to support day-to-day administrative, service, and logistics operations. This role is critical in ensuring efficient coordination between sales, service, warehouse, and customers, with a strong focus on documentation, contract management, and supply chain support.

Requirements

Previous experience in an administrative, service coordination, or operations role (construction, trades, or service industry preferred).
Strong organizational and multitasking skills with high attention to detail.
Experience with purchase orders, invoicing, and contract administration.
Excellent communication skills and customer service orientation.
Ability to coordinate across multiple teams and priorities in a fast-paced environment.
Proficiency in Microsoft Office; experience with ERP systems (e.g., Spire) is an asset.

Nice To Haves

Detail-oriented and process-driven
Strong problem-solving skills
Effective time management
Team collaboration and adaptability

Responsibilities

Create new sales order files, job pouches, and issue purchase orders (POs).
Promote and offer new maintenance contracts to both residential and commercial customers.
Manage and issue renewal maintenance contracts.
Process maintenance contract renewals, including payment processing via credit card machine, updating accounts, and submitting documentation for accounting.
Prepare and issue residential warranty packages to customers and contractors.
Manage warranty claims for damaged shipments, including documenting damages, coordinating replacements, and following up with manufacturers.
Coordinate returns and manufacturer requests (RMA processing).
Close out completed jobs for residential and commercial projects.
Prepare detailed deficiency work orders, ensuring accurate site and contact information.
Maintain accurate monthly maintenance contract statistics and logs.
Order supplies including oil from Starwest and hoses from New Line.
Issue purchase orders, receive deliveries, match packing slips with invoices, and submit verified documentation for payment processing.
Address short shipments or missing parts by liaising with manufacturers and coordinating interim solutions for technicians.
Coordinate and organize incoming shipments, ensuring accuracy against purchase orders.
Prepare receiving documentation, labels, and update inventory systems (e.g., Spire).
Manage outgoing shipments, including coordinating with freight companies, preparing crates, and attaching Bill of Lading documentation.
Ensure timely communication with technicians regarding delivery status and timelines.
Provide administrative and operational backup to the Service Department.
Support accounting functions, including assisting with invoice processing and documentation.
Maintain organized filing systems for operational and financial records.