Job Specifications
Our Company
Willowglen Systems is a leading industrial automation company that provides innovative solutions for various industries, including oil and gas, rail, and energy. We are committed to innovation and continuous improvement, and we are looking for a Project Coordinator to join our team and drive our projects to success.
Position Summary:
Are you highly organized, detail-oriented, and excited about driving projects to success? We’re looking for a proactive Project Coordinator to play a key role in keeping our projects on track and our teams connected. In this dynamic role, you’ll coordinate schedules, track deliverables, manage essential documentation, and ensure seamless communication across all project stakeholders.
You’ll also be hands-on with our Business Central ERP system, managing data entry and updates for a portfolio of a dozen active projects. If you’re someone who thrives in a fast-paced environment, loves working with systems, and has a knack for keeping things running smoothly, we’d love to hear from you
Key Responsibilities
Project Planning & Coordination
Coordinate and monitor day-to-day project activities to support project delivery
Track project schedules, milestones, budgets, forecasts, and action items
Manage and maintain ERP system information for all projects, ensuring data accuracy pertaining to project budgets, expenses, forecasts, and other financial records
Support project planning and resourcing
Coordinate and track change orders and related proposal submissions
Maintain stakeholder matrices and project artifacts (Risks, Assumptions, Issues, Decisions, Lessons Learned) logs
Support team onboarding and offboarding processes
Communication management
Co-produce and format monthly project reports and stakeholder progress updates
Draft and distribute meeting agendas and detailed minutes of meetings (MoMs) for internal and external sessions
Maintain and organize the project mailbox to ensure timely follow-ups and efficient communication flow
Document management
Manage document control activities in compliance with customer policies, including version control, QA/QC checks, formatting, approvals, and transmittals
Prepare, send, and log formal document transmittals
Assist in subcontractor audit documentation and maintain NDA tracking and auditing via DocuSign
System & Platform Administration
Act as system administrator for various project tools including user setup, permissions management, report configuration, and basic training/support
Monitor document workflows and ensure secure and organized storage of project files
Tools & Platforms Used:
Document management and collaboration: Microsoft SharePoint, DocuSign and Aconex
Schedule management: MS Project, Planner and Oracle Primavera P6
Communication and coordination: Microsoft Teams
Work and Time management: Jira, Tempo
Project financial data management: ERP System, Power BI
Generic Tools: MS Office Suite – Word, Excel, PowerPoint, Outlook, Visio
Key Qualifications & Experience:
Bachelor’s degree in business administration, Engineering, Information Technology, or a related field
2–4 years of experience in a project coordination, project controls, or project support role
Strong organizational and time management skills, with attention to detail
Excellent verbal and written communication skills
Familiarity with project management principles (Agile/Waterfall/Hybrid methodologies preferred)
Experience with or willingness to learn enterprise platforms listed above
Why Join Us?
Are you up for the challenge? Join Our Team
https://www.youtube.com/watch?v=_JWHLsToaxE
Our Mission
Willowglen’s mission is to be a global leader in delivering visionary, customer-driven industrial automation solutions.
Our Values
Respectful – We take the time to listen and understand each other, and this fosters feelings of mutual trust, safety, camaraderie, and well-being.
Agile – We are a customer-centric, responsive, and collaborative organization. We are quick to learn, adapt and respond to changing circumstances.
Innovative – We value and support innovation thereby allowing people to be innovative. We are always striving to deliver superior solutions.
Willowglen Systems Inc. is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce. We thank all the applicants for their interest in this position; however, only those selected for an interview will be contacted by our recruitment team. If you require accommodation, please reach out to our hiring team and we will work with you to find reasonable solutions
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About the Company
Headquartered in Edmonton, Alberta, Canada, Willowglen Systems leads the charge in rail automation technology. Our mission is to revolutionize rail transportation by enhancing operational efficiency and public safety. Equipped with a robust portfolio of technological innovations, we cater to stakeholders’ needs, delivering value-added services such as main automation contracting and round-the-clock cybersecurity coverage.
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