Project Coordinator

Role Overview

Duties and Responsibilities

• Provide administrative and coordination support to Project Managers, Project Teams, and field staff.
• Organize, distribute, and maintain project-related documents and drawings from manufacturers, suppliers, and subcontractors.
• Perform data entry and system updates, including purchase orders (subcontractors, suppliers, manufacturers), change orders and change notices, work-in-progress (WIP) forecast updates, construction schedules and project budgets.
• Set up jobs in ERP systems (e.g., Fieldpoint) and communicate job details to project stakeholders.
• Create, log, and track all project communications and documentation.
• Prepare project start-up binders and project close-out documentation, including O&M manuals and as-builts (both digital and hard copy).
• Maintain document control for all site and project paperwork.
• Support invoicing processes, including preparing and distributing monthly billing sheets, processing invoices and statutory documentation, and ensuring required documents (e.g., WSIB, insurance certificates, statutory declarations) are collected and submitted.
• Coordinate with subcontractors to ensure timely submission of required documentation.
• Participate in project meetings, including turnover meetings, site meetings, and operational reviews; take and distribute meeting minutes as required.
• Assist with technician coordination, including daily check-ins, scheduling support, and responding to field requests.
• Support project-specific requirements such as permits, safety documentation, and procedures.

Must-haves

• Post-secondary education in Construction Management, Mechanical Engineering, or an equivalent combination of education and experience.
• 1+ years of Project Coordination experience within the construction, HVAC, or mechanical contracting industry.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Clear and effective communication skills, both written and verbal.
• Ability to work in a fast-paced, deadline-driven environment with a strong sense of urgency.

Nice-to-haves

• Experience with ERP systems or project/construction management software (e.g., Fieldpoint).
• Exposure to project financial processes, including budgeting and forecasting.
• Strong problem-solving skills and ability to manage multiple priorities simultaneously.
• Experience supporting field teams or working in a construction environment.

Compensation

• This is a new position. Expected annual compensation: $50,000 – $65,000

Benefits

• Defined Contribution Pension Plan with generous employer contributions
• Flexible Health and Dental benefits with tiered options
• Annual Health Spending Account
• Employee and Family Assistance Program (24/7 confidential support)
• Competitive vacation package with additional vacation over tenure
• Employer-paid Parental Leave Top-Up
• Annual Community Day for volunteer work
• Corporate discounts across Canada (fitness, travel, insurance, mobile, and more)

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