Project Coordinator

Job Description

Job Description

We are seeking a highly organized, proactive, and detail-oriented Project Coordinator to join our construction management team and support the successful delivery of mid-rise and high-rise residential and mixed-use projects throughout Toronto and Southern Ontario.

Working closely with Project Managers, Site Superintendents, consultants, trade contractors, and suppliers, the Project Coordinator will support the project team across all phases of construction, from pre-construction through completion. The role will focus on project documentation, communication, coordination, scheduling, cost tracking, and day-to-day project requirements. This is an excellent opportunity for a motivated construction professional who takes initiative, communicates effectively, thrives in a fast-paced environment, and is looking to build strong, hands-on experience in construction project management.

Key Responsibilities

Project Coordination & Administration

• Support the Project Manager and Site Superintendent with the day-to-day coordination and administration.
• Coordinate project activities and information among clients, consultants, trade contractors, suppliers, and internal team members.
• Maintain accurate and organized project documentation, including bids, contracts, correspondence, drawings, specifications, reports, and project records.
• Maintain project logs for RFIs, submittals, shop drawings, change orders, site instructions, deficiencies, consultant comments, and other project-related items.
• Prepare, track, distribute, and maintain project reports and documentation.
• Follow up on outstanding items and ensure required information, approvals, and documentation are received within established project timelines.
• Participate in project meetings, prepare and distribute meeting minutes.
• Assist with tracking project schedules, milestones, deliverables, and key deadlines.

Drawings, Specifications & Technical Coordination

• Review architectural, structural, mechanical, electrical, and other construction drawings and specifications to support project coordination.
• Coordinate the distribution and tracking of drawing revisions, addenda, specifications, and other updated project documents.
• Review shop drawings and submittals for completeness and coordinate the review and approval process with consultants and the project team.
• Assist in identifying discrepancies, conflicts, and coordination issues between drawings, specifications, and site conditions, and coordinate follow-up with the appropriate project team members.
• Coordinate RFIs, technical inquiries, and clarification requests with consultants, subcontractors, and the project team.
• Maintain current and accurate drawing, specification, and document control systems.

Project Cost Management

• Assist the Project Manager with tracking project costs, commitments, purchase orders, invoices, progress claims, and change orders.
• Assist with the preparation, review, processing, and tracking of change orders, change directives, site instructions, and other contract documentation.
• Maintain change order and cost-tracking logs and monitor approvals and status.
• Assist with reviewing pricing, quotations, and supporting documentation received from trade contractors and suppliers.
• Assist with monthly progress reporting, forecasting, and project financial tracking.

Scheduling & Project Controls

• Assist the Project Manager and Site Superintendent with maintaining and updating project schedules.
• Track key construction milestones, deliverables, critical activities, and deadlines, and identify potential delays or outstanding items.
• Assist with procurement coordination and tracking of long-lead materials and equipment.
• Coordinate project deliverables, approvals, and documentation to support construction activities and schedule requirements.
• Monitor outstanding RFIs, submittals, shop drawings, approvals, procurement items, and other activities that may impact the project schedule.
• Support the project team in identifying schedule risks and coordinating timely follow-up actions.

Health & Safety

• Support the company's commitment to maintaining a safe and productive construction environment.
• Comply with all company health and safety policies, procedures, and applicable legislation.
• Participate in site safety meetings, orientations, and training as required.
• Support safe work practices and promptly communicate health and safety concerns to the appropriate project team members.
• Support the project team in maintaining compliance with company health and safety requirements.

Technical Skills

• Proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with Procore, Bluebeam, and Microsoft Project is preferred.
• Ability to read, interpret, and coordinate construction drawings and specifications.
• Working knowledge of construction administration processes, including RFIs, shop drawings, submittals, change orders, site instructions, purchase orders, and progress claims.
• Strong ability to organize, track, and maintain project documentation, deliverables, and deadlines.

Education & Experience

• Post-secondary education in Construction Management or a related discipline.
• 1-3 years of experience in construction coordination, project administration, or a related construction role is preferred.
• Experience working with a construction manager or developer is an asset.
• Demonstrated understanding of the construction process from pre-construction through project closeout.
• Experience with residential, mixed-use, mid-rise, or high-rise construction is an asset.

Ideal Candidate

The ideal candidate is proactive, organized, and accountable, with a strong sense of ownership and a commitment to staying ahead of deadlines, following up on outstanding items, and maintaining accurate project documentation. They are comfortable multitasking, managing competing priorities, and keeping multiple items moving forward while maintaining strong attention to detail and follow through. A valid driver’s licence and access to a reliable vehicle are required, as the role involves regular travel to project sites across Toronto and the GTA.

This is an excellent opportunity for a motivated construction professional looking to build a long-term career in construction management and progress toward a Project Manager role.

What We Offer

• Opportunity to work on high-profile mid-rise and high-rise construction projects.
• Hands-on exposure to all phases of construction and project management, from pre-construction through project completion.
• Clear opportunities for career growth and advancement within a growing construction management organization.
• Collaborative, professional, and team-oriented work environment.
• Competitive compensation commensurate with experience, qualifications, and responsibilities.
• Training, mentorship, and ongoing professional development from experienced construction professionals.
• Eligibility to participate in the Company’s group benefits plan, subject to applicable eligibility requirements and plan terms.
• Eligibility for reimbursement of mileage and/or transit expenses for travel to and from project sites, in accordance with Company policy.
• Eligibility for occasional discretionary bonuses, where applicable, in accordance with Company policy.