Job Type: Full-time, permanent
Work Location: In person
Location: Herring Cove, NS B3R 1Y9
About the Role:
We are hiring a Construction Administrator / Project Coordinator to support residential renovation projects from pre-construction through completion. This is a hands-on administrative and coordination role that connects project managers, site supervisors, field crews, subcontractors, warehouse staff, suppliers, vendors, clients, and accounting.
The successful candidate will help keep projects organized, properly documented, adequately supplied, and moving according to schedule, budget, quality expectations, and company standards. The role combines construction project coordination with construction administration, including schedule management, procurement, contract and document control, cost and labour tracking, field communication, and project closeout. These functions are consistent with common construction coordination and administration practices, which typically include progress and budget tracking, procurement support, management of contracts and change orders, maintenance of RFIs and submittals, invoice coordination, meeting administration, compliance records, and closeout documentation.
Key Responsibilities
Project Coordination and Scheduling:
- Assist project managers and site supervisors with planning, scheduling, and coordinating residential renovation projects from start to finish.
- Maintain current project schedules, milestone dates, trade sequencing, subcontractor commitments, and follow-up items.
- Coordinate subcontractors, in-house labour, site access, deliveries, inspections, site meetings, and other project activities.
- Monitor project progress against schedules, scopes of work, specifications, budgets, and client commitments, escalating delays, conflicts, or risks promptly.
- Prepare meeting agendas, record minutes, distribute project updates, and follow up on outstanding action items.
- Coordinate site cleanups, deficiency corrections, punch-list items, final inspections, and project closeout activities.
Construction Administration and Document Control:
- Provide day-to-day administrative support to project managers, site supervisors, and field teams throughout the project lifecycle.
- Maintain complete and organized project files in BuilderTrend, including contracts, scopes of work, schedules, drawings, specifications, site logs, photos, RFIs, submittals, change orders, correspondence, warranties, and closeout records.
- Prepare, process, distribute, and track purchase orders, subcontractor documentation, change orders, approvals, and other project-related records.
- Coordinate the collection and review of required vendor and subcontractor information, including quotes, insurance, safety documentation, invoices, timesheets, and completion records.
- Maintain accurate records of project decisions, client selections, variations, approvals, delays, deficiencies, and unresolved issues.
- Support the preparation of project reports, progress updates, cost summaries, and documentation for internal and client meetings.
- Help ensure project records are accurate, current, accessible, and aligned with company procedures, contractual requirements, and applicable safety or regulatory expectations.
Materials, Procurement, and Delivery Coordination:
- Identify upcoming material and equipment requirements based on project schedules, scopes, selections, and site needs.
- Obtain and compare supplier pricing and availability; coordinate approvals and place or process material orders as directed.
- Track purchase orders, order confirmations, backorders, lead times, deliveries, returns, damaged materials, and missing items.
- Coordinate delivery timing with site supervisors, subcontractors, clients, and warehouse staff to reduce delays and avoid unnecessary storage or handling costs.
- Confirm that materials received match the order and are properly recorded, stored, allocated, or transferred to the appropriate project.
- Assist with tracking client selections, allowances, substitutions, and material-related changes that may affect project cost or schedule.
Labour, Site Records, and Field Communication:
- Coordinate daily communication between office staff, project managers, site supervisors, field crews, subcontractors, suppliers, and clients.
- Track daily site logs, labour hours, time cards, crew assignments, production updates, site conditions, weather impacts, and schedule interruptions.
- Collect and organize site photos, progress records, inspection information, delivery confirmations, receipts, and other field documentation.
- Follow up on incomplete work, quality concerns, deficiencies, missing information, and items requiring direction from the project manager or site supervisor.
- Support clear communication of project priorities, access requirements, safety expectations, upcoming work, and changes in scope.
- Maintain a professional and responsive relationship with homeowners, vendors, subcontractors, and internal teams.
Cost, Invoice, and Accounting Support:
- Maintain project cost records and assist with budget tracking, commitments, purchase orders, invoices, receipts, labour records, and subcontractor payments.
- Enter, organize, and reconcile project-related information in QuickBooks Online (QBO) and other company systems as required.
- Review invoices and receipts for completeness, correct project allocation, purchase-order consistency, approvals, and supporting documentation before routing them for payment.
- Coordinate with accounting and project management to identify discrepancies, missing records, cost changes, and potential budget issues.
- Assist with tracking approved and pending change orders, client billings, deposits, and project financial documentation.
Warehouse, Inventory, Tools, Fleet, and Seasonal Operations:
- Support warehouse organization, inventory control, material storage, receiving, project allocations, and stock replenishment.
- Maintain tool and equipment check-out records, assist with inspections, and follow up on missing, damaged, or overdue items.
- Coordinate company fleet administration, including registration, MVI requirements, servicing, repairs, insurance or fleet documentation, and maintenance records.
- Coordinate winter snow-plowing and salting operations, including scheduling, contractor or crew communication, site priorities, service records, and issue follow-up.
- Help maintain safe, orderly, and efficient warehouse, vehicle, tool, and equipment practices.
Project Closeout and Continuous Improvement:
- Coordinate final cleanup, deficiency completion, client sign-off, warranty information, manuals, receipts, photographs, and other closeout requirements.
- Confirm that project files are complete and that outstanding administrative, financial, material, and documentation items are resolved or properly handed over.
- Record lessons learned, recurring procurement issues, supplier performance concerns, and process improvements for future projects.
- Remain available after hours when required to respond to urgent construction, site, weather, material, fleet, or scheduling issues.
Qualifications and Experience:
- Minimum two years of experience in construction, renovation, construction administration, project coordination, site coordination, or a closely related role.
- Practical understanding of residential construction processes, trade sequencing, materials, subcontractor coordination, and renovation-site operations.
- Experience supporting construction schedules, procurement, deliveries, labour tracking, project documentation, invoices, change orders, and closeout activities.
- Proficiency with BuilderTrend, QuickBooks Online, or similar construction management, project management, accounting, or document-control software.
- Strong organizational skills and the ability to manage multiple active projects, deadlines, priorities, and stakeholders with accuracy.
- Excellent written and verbal English communication skills, with the ability to communicate respectfully and clearly with field crews, trades, vendors, clients, and internal teams.
- Strong attention to detail when reviewing documents, costs, dates, quantities, timesheets, invoices, receipts, and project records.
- Ability to identify issues early, follow through on commitments, solve day-to-day coordination problems, and escalate matters appropriately.
- Proficiency with Microsoft Office or Google Workspace is an asset.
- A construction management, business administration, or related certificate or diploma is an asset, but relevant hands-on construction experience will be considered.
- A valid driver’s licence and the ability to travel between the office, warehouse, suppliers, and residential project sites as required are assets.
What Success Looks Like:
Success in this role means that project information is current, materials arrive when needed, labour and site records are accurate, subcontractors and vendors receive timely communication, invoices and receipts are properly assigned, project issues are followed through, and project managers and site supervisors have the administrative support required to deliver renovations efficiently and professionally.
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Application Question:
Do you have at least two years of experience in project coordination, construction administration, or a similar role in a construction or renovation setting?
Language:
English required.
Location Requirement:
HALIFAX, NS!
Work Location:
In person.
Pay: $20.00-$25.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Paid time off
Application question(s):
- Do you live and reside in Halifax currently?
Work Location: In person
