Service Project Coordinator

About the role

In this Service Project Coordinator role, you own the end to end coordination of service projects from initial site contact to successful completion and closeout. You will drive the accuracy of project documentation by preparing takeoffs and estimates while actively participating in tender review sessions that shape project outcomes. You own the integrity of contract and bid documentation, ensuring all bonds, deposits, and CCDC requirements are satisfied before execution. You serve as the central liaison between our Service Manager, Superintendents, and the General Contractor to keep drawings and information flowing without delay. You establish dynamic project schedules and site requirements while communicating clearly with field teams to align on priorities. You take ownership of tracking site issues and deficiencies, ensuring timely completion to secure holdback release and project closure. You maintain rigorous follow up on warranties and confirm that all invoicing is complete and accurate before project sign off. You uphold customer communication standards throughout project execution, managing expectations and documenting every revision or change order.

Key facts

What you'll do

Coordinate pre tender site meetings and generate precise takeoffs and estimates while actively contributing to tender reviews.

Own the compilation and verification of all bid requirements including bonds, deposits, certificates, CCDC documents, and reference materials.

Maintain and update the shop drawing log while diligently reviewing drawings and submittals for completeness and accuracy.

Review contracts for accuracy and compliance prior to signing to mitigate risk and ensure alignment with project specifications.

Liaise with the General Contractor to expedite drawings and information, removing bottlenecks that could delay project timelines.

Establish and update project schedules, site requirements, and communicate proactively with Superintendents and the Service Manager to maintain alignment.

Follow up on site issues and track remediation efforts to ensure all deficiencies are completed for holdback release.

Attend site meetings and final inspections as required to verify that work meets standards and expectations.

Approve project close out by confirming that all invoicing is complete and that deliverables are formally accepted.

Review project progress to assess scheduling and organize daily and weekly field operations for optimal resource use.

Maintain consistent customer communication throughout project execution, providing clear updates and managing concerns.

Ensure all revisions and change orders are documented in full and submitted for pricing in a timely manner.

Provide foremen with all required drawings, instructions, and documentation to support safe and efficient execution.

Submission of warranty compliance and O&M manuals as a key component of project closeout and handover.

Dispatching of service and leak calls with urgency, determining priority based on impact and customer needs.

Collect comprehensive customer information including billing address, site address, nearest major intersection, site contact, and phone numbers.

Dispatch calls to roof technicians with complete job details, ensuring technicians have all necessary information to respond effectively.

Maintain 24/7 on call availability during scheduled rotation to support after hours emergency response.

Serve as the designated after hours contact for leak investigations, triaging issues as they arise.

Track primary and secondary crew availability, including weekend and holiday coverage, to ensure response capacity.

Return to sites as needed for further investigation or recommendations, maintaining continuity of service.

Requirements

3-5 years' experience working in construction is an asset with building envelope knowledge.

Education in a civil engineering or building science program or a related educational field.

Familiarity with construction methods and building codes is essential for compliance and safety.

Highly motivated with strong organizational, analytical, problem solving and decision making abilities.

Strong negotiation and communication skills to represent our interests and those of our clients.

Ability to multi task and work effectively within a team environment while managing competing priorities.

Ability to read plans and specifications with attention to detail and accuracy.

Commitment to upholding company standards and safety protocols in every activity.

Reliability and professionalism when interacting with contractors, clients, and internal stakeholders.

Nice to have

None specified.

Practical notes

This role requires 24/7 on call availability during scheduled rotation for after hours emergencies. Travel is not required as part of this position. No visa sponsorship is provided for this role. The engagement is full time office based in Calgary, AB.