Site Operations & Project Support Coordinator

SITE OPERATIONS & PROJECT SUPPORT COORDINATOR

We are seeking a Site Operations & Project Support Coordinator to keep a fast-moving project site running smoothly. This role is the central administrative hub for all site activity — supporting project teams, coordinating workforce logistics, managing documentation, and ensuring the site office operates efficiently day-to-day.

You will work closely with construction personnel, subcontractors, vendors, and corporate departments to maintain accurate records, streamline communication, and support the overall execution of a large-scale project. This position is ideal for someone who thrives in a dynamic site environment and enjoys being the organizational backbone of a project team.

This position is at the site in Regina, Saskatchewan. Monday to Friday. Local Regina candidates only.

Key Responsibilities

Project & Site Coordination:

• Maintain organized project records, digital files, and administrative logs.
• Prepare and distribute project communications, weekly reports, and site updates.
• Support project mobilization/demobilization activities and maintain current site contact lists.
• Assist with data entry, tracking logs, and general project documentation.

Information & Document Management:

• Manage incoming and outgoing project documents, ensuring accuracy and proper version control.
• Track updates to drawings, specifications, and project directives.
• Support document retention, archiving, and closeout requirements.

Workforce & Site Access Administration:

• Coordinate onboarding, site access, and orientation requirements for new personnel.
• Maintain employee certifications, training records, and compliance documentation.
• Track attendance, timesheets, vacation schedules, and rotation calendars.
• Assist with payroll-related submissions and administrative inquiries.

Vendor, Procurement & Logistics Support:

• Process purchase orders, invoices, delivery receipts, and expense submissions.
• Maintain vendor and subcontractor administrative records.
• Track material deliveries and assist with inventory documentation.
• Liaise with suppliers and subcontractors regarding administrative requirements.

Meetings & Communication:

• Schedule site meetings, coordination sessions, and conference calls.
• Prepare agendas, presentations, and meeting packages.
• Record and distribute meeting minutes and follow-up actions.
• Support communication between site teams, corporate groups, and external stakeholders.

Office & Site Support:

• Oversee daily site office operations, supplies, and equipment needs.
• Coordinate travel and accommodations for site personnel when required.
• Maintain an organized, professional, and compliant site office environment.

Safety & Compliance Administration:

• Assist with safety documentation, training records, and audit preparation.
• Maintain compliance logs and support reporting requirements.
• Promote adherence to company policies, procedures, and safety standards.

Qualifications

Education:

Diploma or Certificate in Business Administration, Office Administration, HR, Accounting, or related field — or equivalent experience.

Experience:

3–5 years of administrative experience in construction, industrial, engineering, or project-based environments.

Experience supporting large or remote project sites is an asset.

Skills & Competencies

• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with project or document management systems (Procore, SAP, Workday, Oracle, etc.).
• High attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills and comfort working with diverse teams.

How to apply: Send your current resume to [email protected]