Project Coordinator

Project Coordinator – Security Systems & Technology Integration
Location: Concord/Vaughan, Ontario

About Us: For over 25 years, The New Age Group has delivered trusted security and technology solutions, specializing in video surveillance, access control, communications, networking, and infrastructure systems. We thrive in a fast-paced environment, working on innovative and impactful projects while helping organizations protect their people, property, and operations.

Position Summary - The Project Coordinator will support the Project Manager in the planning, procurement, scheduling, documentation, and successful delivery of security and technology integration projects.

Key Responsibilities

Project Administration

• Assist Project Managers with project execution
• Create and maintain project files and documentation
• Track project schedules, milestones, and deliverables
• Coordinate project documentation and reporting
• Generate project status reports
• Track action items, deficiencies, and project close-out requirements

Procurement & Materials Management

• Create purchase orders and get approved by PM
• Coordinate material ordering and procurement
• Communicate with suppliers, distributors, and manufacturers
• Track deliveries, lead times, and backorders
• Verify material receipts against project requirements
• Maintain project material logs and inventory records

Scheduling & Resource Coordination

• Assist the PM with field technicians and subcontractors scheduling
• Assist the PM to coordinate site visits, inspections, and service calls
• Assist the PM to coordinate commissioning and system handover activities
• Assist with manpower planning and resource allocation
• Assist the PM to organize project meetings and internal coordination activities

Documentation & Reporting

• Assist the PM to maintain project drawings and revision control
• Assist the PM to organize manuals, warranties, test reports, and closeout documentation
• Assist the PM to track change orders, approvals, and customer requests
• Assist the PM with project closeout packages and turnover documentation
• Assist the PM to maintain accurate project records within company systems

Customer Communication

• Assist the PM to coordinate customer meetings and site visits
• Assist the PM to prepare and distribute meeting minutes
• Assist the PM communicate project schedules, updates, and key milestones

Financial Support

• Assist the PM with progress billing and invoicing
• Assist the PM to track project costs and expenses
• Assist the PM to support change order preparation and documentation
• Assist the PM with collections and project-related administrative functions

Qualifications

Required

• Excellent written and verbal communication skills
• Ability to read and interpret project drawings, specifications, and scopes of work is considered an asset
• Strong organizational, planning, and time-management skills
• High attention to detail with the ability to manage multiple priorities simultaneously
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Professional demeanor with strong customer-service and relationship-building skills
• Ability to work independently, take initiative, and follow through on commitments
• Strong problem-solving and decision-making abilities
• Reliable, punctual, and highly accountable
• Comfortable working in a fast-paced environment supporting multiple projects and field teams
• Must demonstrate integrity, professionalism, and discretion when supporting security-sensitive projects
• Ability to work with confidential information and security-related documentation

Preferred

Experience with the following is considered an asset:

• AutoCAD
• Smartsheet
• Microsoft Project
• QuickBooks
• ERP Systems

Previous experience supporting projects within government, education, healthcare, transportation, enterprise, or critical infrastructure environments is considered an asset.

What We're Looking For

The ideal candidate is:

• Organized and detail-oriented
• Professional and customer-focused
• Confident coordinating multiple priorities simultaneously
• Comfortable working with field personnel, clients, and vendors
• Proactive and solutions-driven
• Committed to quality and accountability
• Interested in building a long-term career within the security and technology industry

Key Success Metrics

• Projects delivered on schedule
• Material shortages minimized
• Accurate and timely project documentation
• Timely project billing and administrative processing
• High customer satisfaction
• Effective coordination between office and field teams

Compensation & Benefits

• Competitive salary
• Extended health and dental benefits
• Company training and certification opportunities
• Career advancement opportunities
• Supportive team environment
• Exposure to leading security, networking, and technology platforms

Salary: $52,000 per year , based on experience and qualifications.

Apply Today: If you are a highly organized professional looking to build a career in a growing security and technology integration company, we encourage you to apply and join The New Age Group team.