Edmonton Catholic Schools is seeking a Project Coordinator to join the Capital Projects department within the Facility Services team

The Project Coordinator, Capital Projects, supports the planning, design, procurement, construction, commissioning, and close out of capital construction, modernization, modular classroom, renewal and facility improvement projects throughout the division. This role provides project coordination, document control, procurement and contract administration support, stakeholder communication, and technical assistance to deliver projects. The Project Coordinator maintains current project records, works with consultants, contractors, school administrators, internal departments, municipal authorities, and other Government of Alberta representatives to support the successful completion of multiple concurrent projects. The Project Coordinator contributes to the organization's goals of efficient and effective facility infrastructure management.

RESPONSIBILITIES & ACTIVITIES

Support Project Planning and Delivery (30%)

- Assist with project initiation, scope development, site investigations, estimates, schedules, work plans, risk and issue tracking, design coordination, construction administration, commissioning, occupancy readiness, and close-out.
- Coordinate assigned activities and deliverables across multiple concurrent projects and follow up on commitments, decisions, approvals, and outstanding actions.
- Prepare project charters, meeting agendas and minutes, status reports, briefing materials, dashboards, presentations, and other project documentation.
- Monitor milestones, consultant and contractor deliverables, budget commitments, project changes, risks,



and emerging issues; identify variances and elevate matters requiring direction or approval.
- Coordinate work with school operations and internal departments to reduce disruption and support protected, orderly project implementation.

Maintain Project Documents, Drawings, and Records (30%)

- Maintain complete, accurate, and current project files, drawings, specifications, contracts, permits, schedules, budgets, reports, correspondence, and approval records in accordance with Division requirements.
- Administer document control processes, including drawing and specification revisions, design submissions, addenda, requests for information, submittals, site instructions, proposed changes, change orders, deficiency lists, and decision and action logs.
- Update existing technical drawings and prepare layouts or record drawings using AutoCAD or other approved software, as required.
- Coordinate the distribution, review, collection, filing, and retrieval of project information among internal stakeholders, consultants, contractors, and authorities having jurisdiction.
- Collect and organize close-out records, including as-built drawings, operation and maintenance manuals, warranties, commissioning records, training documentation, permits, approvals, and asset information for turnover to Facility Services operations.

Coordinate Stakeholders, Government Agencies, and Regulatory Approvals (20%)





- Act as a project liaison with school administrators, Educational Planning, Procurement Services, Finance, Information Technology, Maintenance, Custodial Services, Learning Services, and other internal stakeholders.
- Liaise with the City of Edmonton and other municipalities, Alberta Infrastructure, Government of Alberta representatives, utility providers, regulatory agencies, consultants, and contractors.
- Coordinate development permit, building permit, utility, inspection, occupancy, and other authority submissions; track comments, conditions, approvals, and required follow-up.
- Coordinate stakeholder reviews and consultations, document requirements and decisions, and provide timely information regarding project scope, schedule, impacts, and progress.
- Maintain professional working relationships and support clear, consistent communication among project participants.

Support Reporting, Close-Out, and Continuous Improvement (20%)

- Prepare and maintain project financial summaries, forecasts, status reports, dashboards, and records required for internal reporting or funding accountability.
- Support substantial performance, final completion, commissioning, training, occupancy, warranty, and post-project review activities.
- Assist with warranty tracking and coordination of outstanding deficiencies following turnover.
- Develop and improve templates, checklists, workflows, standards, and project tracking tools to promote consistent project delivery and records management.
- Maintain technical knowledge through professional development and perform other related duties as assigned.

KNOWLEDGE, SKILLS & COMPETENCIES

📌 Project Coordinator, Capital Projects (Edmonton)
🏢 Edmonton Catholic Schools
📍 Edmonton