PROJECTS COORDINATOR

WHO WE ARE:

Rotaflow designs, builds, retrofits, and maintains Commercial and Industrial fire Protection systems & utilities across Western Canada. We are committed to achieving our audacious but rewarding mission of protecting the lives and assets of our clients and our own. Rotaflow prides itself in having a safe, innovative, cooperative, & dynamic work culture where teammates from diverse professional and cultural backgrounds come together to create a unique organization. For over 30 years, we have worked with some of the world’s leading energy companies, providing our expertise in fire protection

As we continue with our  growth

 strategy, we are seeking a highly organized and detail-oriented

Projects Coordinator to support our Fire Protection operations across B.C. Alberta, Yukon, Saskatchewan. This role is essential in ensuring smooth daily operations, accurate documentation, and timely communication between technicians, clients, vendors, and internal teams.

Key Responsibilities

·      Ensure all technician time sheets are entered in Procure and ensure reimbursements, compliance, training, and documentation are up to date.

·      Work closely with the project manager to schedule technicians, coordinate with clients and subcontractors, and manage project uploads for Alberta, Yukon, Saskatoon, and B.C.

·      Complete compliance documents when required by clients or vendors.

·      Obtain purchase orders for jobs requiring P.O.’s.

·      Order materials, arrange delivery or pickup, and ensure materials are set aside for technicians.

·      Follow up on packing slips and invoices to ensure timely receipt.

·      Process invoicing for and coordinate with accounting in Spectrum.

·      Manage purchase order adjustments for price changes or freight charges.

·      Track and manage backorders.

·      Upload building reports for scheduled jobs in Yukon.

·      Upload EPCOR backflow prevention test reports.

·      Arrange invoicing for Yukon, Saskatoon, Alberta, and B.C. projects upon completion.

·      Assist with progress claims and respond to accounting queries as required.

·      Provide support with AR and AP functions, including reimbursements, documentation, and client inquiries.

·      Maintain inventory records for warehouse materials and vehicles.

·      Provide administrative support to IS/IT and other internal teams when required.

·      Ensure Fire Protection documentation is accurate, current, and properly filed.

Qualifications and Skills

·      3+ years of office administration or coordination experience (construction, fire protection, or technical industry preferred).

·      Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and business software (Service Trade, Spectrum, or similar is an asset.

·      Strong organizational skills with attention to detail and accuracy.

·      Ability to handle multiple priorities and deadlines in a fast-paced environment.

·      Strong communication and interpersonal skills.

·      Experience with procurement, scheduling, or project coordination is an asset.

Why Join Our Team

·      Comprehensive benefits plan & employee assistance program

·      Competitive compensation

·      Supportive, continuous improvement opportunities

·      Matching RRSP program

Rotaflow embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe diversity drives innovation. Please visit our website to learn more about our company at www.rotaflow.ca

We thank all applicants for their interest. All applications will be reviewed by the hiring manager to find the best candidate who meets the needs of this position. Only individuals selected for the interview will be contacted.