We are currently seeking a highly organized and proactive Project Coordinator to support our construction team and keep day-to-day operations running smoothly.

This is an opportunity for someone who enjoys bringing structure to a busy environment, solving problems, and being a trusted partner to Project Managers and field teams. You’ll drive project administration and coordination, keeping documentation accurate and execution on track.

The ideal candidate is resourceful, adaptable, and highly organized. You anticipate needs, take initiative, and follow through on commitments. You enjoy creating order in fast-paced environments, managing competing priorities, and finding practical solutions independently. Your ability to stay one step ahead will help support the success of both the team and the projects they deliver. The company values a supportive team culture, employee development, and creating opportunities for people to grow alongside the business. This is a full-time, permanent position Monday to Friday, from 7:30 a.m. to 4:00 p.m.

Key Responsibilities

Project Planning and Coordination:

- Provide total administrative coverage and operational assistance across all projects. Ensure no administrative task falls through the cracks by actively coordinating parts sourcing, communication flow, document tracking, and general administrative support for all project team members.
- Assist in developing project plans, timelines, and milestones in collaboration with the Project Manager(s).
- Coordinate project activities to help ensure tasks are assigned, deadlines are met, and resources are allocated efficiently.
- Process and track permit applications and inspection schedules for active project sites.
- Facilitate effective communication among project team members, stakeholders, and external partners.
- Arrange and schedule project meetings/events, prepare meeting agendas, and document meeting minutes.

Documentation and Reporting:

- Create, maintain, and organize comprehensive project documentation, including project plans, status reports, change orders, RFIs, and project-related correspondence, ensuring records are accurate, current, and readily accessible.
- Proven experience creating Purchase Orders (POs), matching invoices/delivery slips, and managing vendor/subcontractor accounts.
- Track project progress, milestones, and deliverables, and provide regular updates to the Project Manager(s).
- Compile project data, verify its accuracy,



and identify trends, risks, and opportunities for improvement.
- Prepare and distribute reports, presentations, and other project-related materials as needed.
- Review timesheets for completeness and accuracy, follow up on discrepancies, and submit completed timesheets in accordance with established deadlines and procedures.

Resource, Procurement, and Administrative Support:

- Assist in resource allocation, ensuring the availability of equipment, materials, and personnel to support project activities, including handling unexpected site changes or urgent material requests.
- Collaborate with procurement and supply chain teams to procure necessary project materials and services.
- Maintain inventory of project supplies, track usage, and initiate replenishment when necessary.
- Support project activities to ensure compliance with quality assurance standards, applicable regulations, company policies, and safety guidelines, including coordinating and tracking required safety training and equipment.
- Escalate compliance concerns, project risks, and deviations that may affect quality, safety, schedules, or costs to the Project Manager(s).
- Maintain an up-to-date log of project issues, risks, corrective actions, and resolutions, and follow up with responsible parties to support timely closure.
- Provide backup administrative support to coordinators and other administrative team members during vacations, other absences, and periods of high workload.

Requirements

- Senior administrative or coordination experience in a fast-paced environment—construction, trades, or field operations background highly preferred.
- A self-starter who takes initiative, independently solves problems, leverages technology, and figures things out without needing step-by-step direction.
- Proficiency in MS Office (Outlook, Word, Excel, Teams) alongside practical experience with job costing, invoicing, and ERP platforms.
- Solid analytical mindset to spot inefficiencies, prioritize competing deadlines, and keep department workflows moving seamlessly with precision and sound judgment.




- Exceptional written/verbal communication skills with the professional composure to build strong relationships across management, field staff, vendors, and clients while maintaining total confidentiality.
- Valid Class 5 driver’s license with a clean driving record; open to occasional regional day travel as needed (fully compensated).
- Comfortable visiting active construction job sites as needed (e.g., wearing proper PPE, following site safety protocols).

What We Offer

- Competitive Compensation: Salary range of $53,560 to $65,000 per year based on experience and qualifications;
- Comprehensive Advantages: Extended health, dental, and vision care package;
- Financial Protection: Life insurance, AD&D;, and critical illness coverage;
- Long-Term Support: Long-term disability coverage;
- Retirement Planning: Group RRSP with company matching;
- Time Off: Paid vacation and statutory holidays;
- Growth & Education: Career development and training;
- Culture: A supportive, family-oriented culture that values respect, accountability, and teamwork;
- Perks: Employee referral bonuses and regular team events, social activities, and company BBQs;
- Long-Term Stability: Stable, full-time employment with opportunities for professional growth and increased responsibility as the company expands.

If you're a proactive Project Coordinator who thrives in a fast-paced environment and takes pride in keeping projects organized and teams supported, we'd love to hear from you!

This is an opportunity to join Care Systems where your organizational skills, problem-solving mindset, and ability to stay one step ahead will be valued and make a real impact every day.

Pay: $53,560.00-$65,000.00 per year

Benefits:

- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Ability to commute/relocate:

- Vernon, BC V1B 2P1: reliably commute or plan to relocate before starting work (required)

Application question(s):

- What are your salary expectations?
- Do you have any experience working in the construction industry?
- Are you currently living within a 30-40 minute commute of Vernon, BC?

Education:

- Secondary School (preferred)

Experience:

- Project coordination: 3 years (preferred)
- Administrative: 3 years (required)

Language:

- English (required)

Work Location: In person

📌 Project Coordinator (Vernon)
🏢 Care Systems Services
📍 Vernon