Optima Systems jobs

About Optima Living
Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.
Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 4,300 residents.
Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.
Profile Summary
The Project Coordinator plays a critical role in supporting the successful execution of multiple development and construction projects within Optima Living’s growing portfolio. This position is responsible for coordinating project documentation, tracking key deliverables, maintaining project systems, and supporting communication between internal stakeholders, consultants, contractors, and external partners.
Working closely with the Director of Development, the Project Coordinator helps ensure projects remain organized, compliant, and on schedule through effective administrative coordination and proactive project support.
This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys working across multiple concurrent projects.
Responsibilities
Project Coordination & Administration

• Maintain and update project documentation, logs, trackers, and reporting tools across multiple development projects
• Coordinate and maintain RFI logs, drawing logs, permit trackers, change logs, action item lists, and closeout documentation
• Prepare, organize, and distribute meeting agendas, meeting minutes, and follow-up action items
• Assist with project scheduling, milestone tracking, and coordination of project deliverables
• Support permit submission processes and track approvals, renewals, and jurisdictional requirements
• Maintain organized project filing systems within SharePoint, Procore, or other project management platforms
• Coordinate document control processes to ensure project records remain accurate and current

Stakeholder & Consultant Coordination

• Support communication and coordination between consultants, contractors, vendors, and internal stakeholders
• Assist in coordinating design meetings, project reviews, and consultant deliverables
• Track outstanding items and follow up with project stakeholders to ensure timely completion
• Support preparation of project dashboards, status reports, and presentations for leadership and investors
• Assist the Development team with procurement coordination, project onboarding, and administrative project setup

Project Tracking & Reporting

• Monitor project documentation and ensure records are aligned with established processes and standards
• Assist with tracking project budgets, invoices, change orders, and project-related documentation
• Support the Development team in preparing reports, summaries, and project updates
• Identify administrative gaps or process inefficiencies and recommend improvements where appropriate
• Ensure confidentiality and professionalism when handling sensitive business and project information

Qualifications & Experience

• Diploma or degree in Construction Management, Project Management, Business Administration, Engineering, Architecture, or a related field
• Minimum 2–4 years of experience supporting construction, development, infrastructure, or capital projects
• Experience working in real estate development, construction, healthcare, seniors living, or a related industry is considered an asset
• Strong understanding of project coordination processes, document control, and project administration
• Experience using project management and collaboration platforms such as Procore, SharePoint, Microsoft Project, or similar systems
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint
• Ability to manage multiple competing priorities in a fast-paced environment
• Strong written and verbal communication skills with exceptional attention to detail
• Experience supporting multi-site or large-scale projects is considered an asset

Competencies

• Exceptional organizational and time management skills
• Strong attention to detail and accuracy
• Ability to work collaboratively with cross-functional teams
• Proactive and solutions-oriented mindset
• Strong follow-through and accountability
• Ability to adapt to changing priorities and project demands

Conditions of Employment:

• Clear Police Information Check
• Clear Vulnerable Sector Check

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