Project Site Coordinator

Project Site Coordinator

Job Description

You are a proactive, detail oriented coordinator comfortable managing diverse administrative and operational tasks in a fast paced, multicultural environment. You communicate clearly, adapt quickly, and work effectively with both site leadership and cross functional teams.
You are known as a “friendly face” and have a knack for gathering information. Our Construction & Commissioning team is wildly diverse with people coming from several different countries and continents. Being a champion of safety, respect, and team culture is critical for the overall project team to thrive.

You are open to direct communication, able to hear feedback and adjust accordingly. Additionally, you can communicate openly (and appropriately) with the Site Manager and project leadership.

Primary Duties and Responsibilities

The Project Site Coordinator supports the Site Manager and the site team in construction trailer office operations and a range of administrative tasks, reporting administratively to the Site Manager and functionally to the Team Leader.

Project Site Administration and Coordination Responsibilities

Reporting and Documentation
Collect, organize, and manage reports detailing project progress. Assist in the preparation of progress, site, project, and management presentations to ensure stakeholders are kept informed. Compile, organize, and manage weekly reports, and prepare and distribute meeting minutes, reports, and documents. Track action items and deliverables related to topics discussed during attended meetings, maintaining clear and consistent communication. Draft communications, including emails, reports, and messages, to keep the team updated and informed.

Meeting Participation and Coordination
Participate in meetings, record and distribute minutes, and monitor the completion of assigned action items. Support Coordinator and Site Support team meetings by tracking action items from site meetings and following up as needed to ensure accountability and timely resolution.

Personnel Management, Onboarding, and Offboarding
Manage the onboarding and offboarding processes for project personnel, providing orientation and guidance for new employees joining the construction sites. Greet and prepare site visitors for site requirements, ensuring all necessary procedures are communicated. Maintain up-to-date lists of site team members and support Health, Safety, and Environment (HSE) with certification and emergency contact documentation.

Time Tracking and Record Maintenance
Track on-site client personnel timesheets and working hours, maintaining comprehensive records using tables, charts, and dashboards. Share this information with relevant departments as needed.
Maintain an updated register of client personnel present on site, ensuring accurate and current tracking of all staff.

Administrative Support and Office Management
Perform general administrative duties, providing backup support during staff absences or periods of high workload. Maintain current delivery records and manage the sending and receiving of parcels, primarily through FedEx. Oversee the administration of living quarters, site vehicles, local transportation, offices, and facilities. Introduce personnel to administrative procedures and routines to ensure smooth integration into site operations.

Services and Contractor Coordination
Maintain regular and effective contact with local services suppliers and contractors, including those providing such as housekeeping, warehouse, and security services, to facilitate site operations.

Inventory and Resource Management
Monitor office supply inventories and ensure the availability of Personal Protective Equipment (PPE) for visitors. Order office supplies and snacks through SAP Ariba and manage the inventory of office materials, shared technology, and PPE.

Travel and Relocation Coordination
Support the coordination of travel, lodging/housing, and relocation services for site personnel and visitors. Closely coordinate and collaborate with Mobility Business Coordinators, Travel Coordinators, International Project Worker Partners, Project Construction and Commissioning Manager, and designated relocation service providers to arrange housing, transport, and documentation for team members.

Records and Archives Management
Maintain accurate records, databases, filing systems, and archives in both electronic and hard copy formats. Manage filing systems and archives (digital and physical) and upload and maintain documents in SharePoint and other platforms to ensure data integrity and accessibility.

Team Engagement and Culture
Organize team activities and events to promote engagement and collaboration. Help foster a respectful, inclusive site culture that supports the well-being and productivity of all team members.

Candidate Profile
Some key words that may describe you: Solutions focused
Passionate about People + Operations
Technology savvy
Thrives in a diverse environment
Details oriented

Tools & Systems
Microsoft Products: Teams, SharePoint, Excel, Word, PowerPoint, Outlook, Forms, CoPilot, and Loop
SAP: Reiwa (internal time entry), Fieldglass (external payroll), Ariba (purchasing)
Extended ECM (xECM – document management)
Bluebeam (blueprint viewing)
ServiceNow (IT ticketing)
Windows based PC, iPad, iPhone
Requirements
5+ years of administrative experience, ideally in construction or project management
Excellent written and verbal communication skills
Demonstrated attention to detail in timekeeping and reporting activities.
Proven ability to manage multiple responsibilities simultaneously in a fast-paced, dynamic workplace.
Advanced aptitude for collecting, organizing, and maintaining records, reports, and documentation with precision.

Certifications Needed: OSHA 10 Certification (course will be provided if necessary)

Notes:
Onsite
Monday to Friday 7:30am – 4:00pm Standard working hours will be restricted to 40-hours per week.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.