Job Description

This role is posted by Forward Level HR on behalf of our HR Consulting Services client, Oliphia Associates.

Business & Project Coordinator | FT Permanent, Hybrid (Calgary, AB)

Salary range: $65,000 - $75,000

Apply by:

September 8, 2025

Company Overview

Oliphia Associates

specializes in delivering integrated construction innovation and business solutions. We are passionate about supporting the boundless potential of the industry and advancing sustainable construction. Our team thinks differently, challenges unnecessary boundaries, expertly navigates complexities, and builds scalable modular and prefabricated construction solutions. Through meaningful relationships and integration with a community of like-minded allies, we make the benefits of modern construction methods a reality. We partner with our clients to ensure the adoption of advanced construction as an integrated method and deliver the fullest value to the communities we live in and serve.

About the Role

We're hiring a Business & Project Coordinator to support our Principal and keep the engine of the business running smoothly.

This role is built for a proactive, highly organized professional who thrives in administrative and project spaces. You'll manage calendars, travel, and communications for the Principal while coordinating key client deliverables, vendor relationships, and internal project workflows.


You'll be hands-on in everything from crafting high-impact presentations and managing documentation to coordinating client deliverables with precision and care. It's a role that blends strategy with execution, supporting Oliphia's mission to drive meaningful, modern construction solutions.


We'd love to hear from you if you're detail-oriented, tech-savvy, and energized by supporting high-impact work.

This role works in a hybrid fashion, combining onsite work at our NW Calgary office with remote work to meet the needs of the business and support our clients.

The successful candidate will be required to provide:


Proof of valid work authorization, if not a Canadian citizen or permanent resident A satisfactory reference check at offer stage Police Information Check, at offer

What You'll Do Day to Day

Responsibilities are grouped into two key areas: Administrative Support to the Principal and Project Coordination, and roughly half of your time will be spent in each area.

Administrative Support to the Principal:

Manage the Principal's calendar, travel, and expenses

to optimize scheduling, reduce friction, and support the strategic use of time.

Oversee inbox activity

, triaging and prioritizing messages, and drafting clear, timely responses on the Principal's behalf.

Prepare for meetings

by coordinating agendas, capturing action items using Microsoft Copilot, and ensuring prompt follow-up.

Provide personal and executive-level support

with a high degree of professionalism, confidentiality, and discretion.

Lead the management of standard operating procedures (SOPs)

by developing, documenting, and maintaining critical business SOPs, ensuring their continuous improvement and alignment with evolving operational needs.

Project Coordination:

Project Operations Support:

Design engaging presentations

for sales, marketing, and client-facing meetings aligned with Oliphia's brand.

Analyze data and generate reports

on project performance, capacity and resource trends or other key metrics.

Conduct market research

to inform client deliverables and uncover insights on industry trends, competitors, and opportunities.

Track project progress

to help ensure deadlines are met, deliverables stay on course, and team communication remains clear.

Develop content for social channels

like LinkedIn and Instagram to amplify client work and extend Oliphia's thought leadership.


Client Deliverables:

Manage scheduling and timelines

for the development and delivery of client-facing materials.

Draft and refine documentation

, including proposals, reports, and memos, ensuring clarity and alignment with client expectations.

Liaise with clients

to coordinate deliverables, gather inputs, and provide timely updates.

Review all content

to ensure professional quality, accuracy, and consistency across deliverables.


Vendor Coordination:

Coordinate with vendors

to manage day-to-day communications and ensure smooth administrative processes.

Support contract administration

by preparing, reviewing, and maintaining agreements to ensure accuracy and compliance.

Address and resolve issues

as the first point of contact to maintain vendor relationships and business continuity, escalating as required.

Track vendor performance

to ensure service quality, reliability, and alignment with organizational standards.

What You'll Bring

Experience & Education:

5+ years in an administrative or executive support role, with at least 2+ years in a client-facing or customer service setting. A bachelor's degree in Business Administration or a related field is required. Proven ability to manage calendars, coordinate projects, and support cross-functional teams in a fast-paced environment. Familiarity with project coordination principles and an understanding of project lifecycles and deliverables. Certifications are not required, but relevant project management or software certifications are considered assets.

High Value Assets:

Experience with Asana, Adobe Suite (including InDesign or similar design software), Microsoft Copilot, and other applicable AI software. Experience and ability in proposal writing and design.

Skills & Abilities:

Strong organizational and time-management skills, with the ability to prioritize and juggle multiple deadlines. Exceptional written and verbal communication skills. You're confident writing proposals, preparing presentations, and communicating with stakeholders. Ability to work independently and collaboratively and facilitate client interactions confidently and clearly. High level of discretion, professionalism, and judgement in handling sensitive information. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Co-Pilot) and other relevant software.

Working With Us

Working at Oliphia Associates is joining a team committed to delivering exceptional client outcomes and making a positive difference.


The compensation package for this role includes a base salary of $65,000 - $75,000 per year and a comprehensive group benefits program that includes Health, Dental, and a Health/Wellness spending account. We provide an opportunity to grow your career while doing work that tremendously impacts our community.

Every Voice Counts

We are dedicated to ensuring our recruitment process is open and accessible. If you're selected to proceed and have a disability needing accommodation at any point during the selection process, please inform our HR team in your cover letter to let us know what support looks like for you.

Apply online by submitting your resume and optional cover letter.

Whether you tick every box or bring extra skills we didn't even know we needed, we are eager to explore your unique talents.