Administrative Coordinator - Preconstruction

Who we are.

At Mercer Mass Timber we are exceptional people making mass timber for a more sustainable world. We are North America’s largest Mass Timber Manufacturer, with facilities in Penticton, British Columbia, Spokane Valley, WA, and Conway, Arkansas with a combined annual production capacity of over 255,000 cubic metres of mass timber. MMT is part of Mercer International, a leading forest products company who is one of the world’s largest market pulp producers and operates the world’s largest sawmill.

Mercer has operations in Canada, Germany and the United States.

We believe that a culture of diversity and inclusion is critical in making the best decisions for our people and achieving sustainable business success. Together, we encourage, support, and celebrate the diverse voices of our employees. We strive to provide an inclusive culture by fostering an environment of mutual respect, fairness, and by providing opportunities to contribute and grow.

Reporting to the Director of Preconstruction & Project Execution, the Administrative Coordinator - Preconstruction will support internal teams and external stakeholders by managing project trackers, maintaining documentation, and coordinating administrative tasks. This role ensures efficient workflows by updating tools like Google drive, Asana, Salesforce, and Procore. They will prepare reports, and oversee document control. The Administrative Coordinator will have strong organizational skills and attention to detail.

This role plays a key role in project coordination, administrative support and timely data management.

This role includes the core duties, previously shared tasks, and additional responsibilities temporarily assumed.

• Manage and maintain the Pursuits Tracker, Asana, and Salesforce, ensuring all opportunities, milestones, and status updates are accurate and aligned across systems.
• Coordinate new pursuit intake, including assigning project numbers, creating folders, and setting up workflows for the preconstruction team.
• Support the preparation and submission of client prequalification packages by coordinating financial, safety, and legal documentation with internal stakeholders.
• Develop and distribute business analytics and reporting on pursuits, including pipeline health, win/loss trends, and sales versus capacity.
• Maintain and update market and cost intelligence (e.g., lumber pricing, delivery timelines) to support estimating and planning.
• Assist with proposal issuance and closeout, ensuring final documents are saved and reflected in all tracking systems.
• Coordinate sales, estimating, and preconstruction meetings, including agendas, notes, and action tracking.
• Monitor and triage the CLT general inbox, directing requests and supporting timely responses.
• Maintain project scorecards and performance metrics to support forecasting and strategic decision‑making.
• Provide general administrative and operational support to improve data quality, visibility, and responsiveness across the MMT preconstruction team.
• Other duties as assigned.

• Bachelor’s degree in Business Administration, Project Management, or a related field (or equivalent work experience).
• 2-4 years of experience in project coordination, operations support, or administrative roles.
• Experience with project management tools (e.g., Asana, Procore) and document management systems (e.g., Google drive, Salesforce).
• Familiarity with timber construction or engineering projects is preferred.
• Strong organizational and time‑management skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace and Microsoft Office Suite (Excel, Word, PowerPoint).
• Detail‑oriented with strong problem‑solving abilities.
• Ability to collaborate effectively with internal teams and external stakeholders.
• Strong knowledge of document control and project tracking systems.
• Ability to adapt to fast‑paced environments and changing priorities.
• A proactive and solution‑oriented mindset with a focus on efficiency.

• The hourly rate for this position between $26.00 – $32.00 per hour. Salary will be commensurate with education and experience.
• Our group benefits package, which has no waiting period, includes extended health and dental benefit