Project Coordinator

Our client is a well-established and growing company in the construction and trades industry, supporting a variety of projects across a range of commercial and field-based environments. They are seeking a highly organized and proactive Project Coordinator to support their project management team and help keep day-to-day operations running smoothly. This is an opportunity for someone who enjoys bringing structure to a busy environment, solving problems, and being a trusted partner to Project Managers and field teams. You’ll drive project administration and coordination, keeping documentation accurate and execution on track.

The ideal candidate is resourceful, adaptable, and highly organized. You anticipate needs, take initiative, and follow through on commitments. You enjoy creating order in fast-paced environments, managing competing priorities, and finding practical solutions independently. Your ability to stay one step ahead will help support the success of both the team and the projects they deliver. The company values a supportive team culture, employee development, and creating opportunities for people to grow alongside the business. This is a full-time, permanent position Monday to Friday, from 7:30 a.m. to 4:00 p.m.

Key Responsibilities

Project Coordination & Team Support

• Provide day-to-day administrative and operational support to Project Managers and field staff across multiple projects;
• Assist with project planning, scheduling, timelines, and tracking project milestones;
• Coordinate permits, inspections, project meetings, travel arrangements, accommodations, and other project logistics;
• Facilitate communication between Project Managers, field teams, suppliers, subcontractors, and other stakeholders;
• Help ensure project-related tasks, follow-ups, and administrative requirements are completed on time and accurately;
• Act as a central point of coordination for project-related information and administrative activities;
• Track outstanding items and follow up with internal and external stakeholders to ensure timely completion.

Documentation & Reporting

• Maintain organized and accurate project documentation, including RFIs, change orders, permits, correspondence, reports, and project records;
• Create and distribute project reports, meeting minutes, and other project-related documentation;
• Track project progress and provide regular updates to Project Managers;
• Review and process timesheets, ensuring accuracy and timely submission;
• Compile project information, identify administrative gaps or risks, and support continuous process improvement.

Procurement, Materials & Administrative Support

• Coordinate material orders, deliveries, and supplier communications;
• Create purchase orders and manage invoice, packing slip, and delivery documentation;
• Support inventory management and resource coordination across projects;
• Assist with equipment, materials, and workforce coordination to support project requirements;
• Support safety, compliance, and quality-related administrative processes, including tracking training requirements and documentation;
• Proactively identify issues, gaps, and administrative bottlenecks and help resolve them before they impact project progress;
• Provide backup support to other administrative team members during absences and periods of high workload.

Requirements

• Strong experience in an administrative, project coordination, office management, or operational support role in a fast-paced environment;
• Excellent organizational skills, attention to detail, and follow-through, with the ability to manage competing priorities and deadlines;
• A self-starter who takes initiative, solves problems independently, and isn’t afraid to figure things out;
• Experience creating purchase orders, processing invoices, tracking job costs, and supporting project-related administration;
• Proficiency with Microsoft 365 (Outlook, Word, Excel, and Teams), along with the ability to learn new software and business systems;
• Experience working with ERP or project management systems;
• Experience with purchase orders, invoice and delivery documentation, job costing, billing, or other financial and operational administration;
• Strong attention to detail and a commitment to accuracy and follow-through.
• Excellent written and verbal communication skills, with the ability to build positive working relationships across all levels of the organization;
• Sound judgment, analytical thinking, and the ability to identify issues, improve processes, and keep work moving forward;
• A collaborative and adaptable approach, with the flexibility to respond to changing priorities while maintaining accuracy and professionalism;
• The ability to handle confidential information with discretion;
• A valid Class 5 driver's licence;
• Comfortable visiting active construction sites within the region occasionally and following site safety requirements when required;
• Experience in construction, trades, or another project-based environment would be an asset but is not essential.

Compensation & Benefits

• Competitive salary of $55,000 to $65,000 per year based on experience and qualifications;
• Extended health and dental benefits;
• RRSP matching program to help plan for your future;
• Stable, full-time employment with a growing organization;
• A supportive, collaborative team that values respect, accountability, and teamwork;
• Opportunities for professional growth, development, and increased responsibility as the company continues to expand.

If you're a proactive Project Coordinator who thrives in a fast-paced environment and takes pride in keeping projects organized and teams supported, we'd love to hear from you. This is an opportunity to join a growing company where your organizational skills, problem-solving mindset, and ability to stay one step ahead will be valued and make a real impact every day.