Project Coordinator, Calgary

Our client is an established industrial supply organization that provides critical materials and industrial piping solutions to major infrastructure and industrial projects. They are hiring a dedicated Project Coordinator to own project controls and act as the operational and documentation backbone for their high-volume regional accounts.

This is a fast-paced, execution-focused role designed to provide direct project control and inside sales support to senior territory leads. By managing the administrative lifecycle of every deal, you will enable the field team to focus entirely on client relationships and site activity. This is not a general administrative position; you will completely own the accuracy, compliance, and timeliness of all transactions, logistics, and technical documentation moving through your assigned accounts.

What You'll Do

Quoting & Pre-Sales Support

• Build detailed, professional quotes based on project specifications, client requirements, and approved pricing structures.
• Source pricing from suppliers, verify material grades, sizes, and quantities, and maintain an accurate, up-to-date quote log.
• Track open quotes and coordinate systematic follow-ups on outstanding client responses.

Order & Release Management

• Generate accurate purchase orders immediately upon project award and verify them against quotes to confirm pricing, specs, and delivery terms.
• Submit POs to suppliers, secure written delivery commitments, and maintain a real-time PO tracker.
• Coordinate and process pipe release documentation from mills and distributors, ensuring alignment with heat numbers and project schedules.

Technical Documentation & Compliance

• Request, review, and organize Mill Test Reports (MTRs) from suppliers immediately upon material release.
• Audit MTRs for strict compliance with dimensions, grades, and certifications, immediately flagging any non-conformances.
• Organize and archive MTR files by project and PO for seamless client distribution and quality audits.

Logistics & Account Service

• Coordinate directly with freight carriers and suppliers to arrange the efficient pickup and delivery of materials.
• Proactively track shipments and communicate real-time delivery status updates to internal teams and clients.
• Act as the primary inside point of contact for client inquiries regarding order updates and document transmittals when field reps are traveling.

What You'll Bring

• Industrial Order Management: Experience managing complex, line-item-heavy quotes, purchase orders, and documentation within industrial distribution, supply, or manufacturing.
• Technical Document Literacy: Ability to read project specifications and verify technical documentation.
• Logistics Coordination: Practical experience dealing with freight carriers and shipping terms to coordinate heavy or time-sensitive freight.
• Process & Data Discipline: Meticulous attention to detail with a track record of maintaining accurate CRM systems, tracking registers, and order files without dropping steps.
• Speed & Responsiveness: Ability to meet tight operational windows, such as issuing POs within 24 hours of an award and handling urgent client requests promptly.

This is an opportunity to take ownership of a critical operations function within a successful, fast-moving business, serving as the central link that ensures high-value industrial projects are delivered accurately and on time.