1. Position Summary
The Project Coordinator supports the delivery of assigned construction projects by maintaining schedules, coordinating trade partners and consultants, controlling project documentation, and supporting the progress billing cycle. The role is the primary information hub between site, office, trades, and client, and is accountable for ensuring that project status is accurately known and communicated at all times.
The Project Coordinator does not hold budget or contract signing authority but is expected to identify and escalate schedule, cost, and quality risks proactively.
2. Key ResponsibilitiesSchedule Coordination — approx. 25%
- Maintain the project schedule and update progress against the baseline
- Track critical path activities and identify slippage
- Coordinate trade sequencing and site access with the Site Supervisor
- Escalate schedule risks to the Project Manager with recommended recovery options
Trade and Stakeholder Coordination — approx. 25%
- Act as day-to-day point of contact for trade partners, consultants, and client representatives
- Schedule, chair, and minute progress meetings; distribute action items with owners and due dates
- Follow up on outstanding actions and confirm closure
- Issue written delay notices and non-conformance notices as directed
Document Control — approx. 20%
- Maintain the RFI log and track response turnaround
- Maintain the shop drawing and submittal register through review and approval
- Control the current drawing and specification set; ensure superseded revisions are withdrawn from site
- Maintain daily site reports, change order register, and deficiency lists
- File project records in accordance with company document standards
Contract Administration and Billing Support — approx. 20%
- Verify trade partner compliance documentation prior to mobilization, including WSIB clearance certificates, certificates of insurance, licences, and health and safety policies
- Compile progress claim backup and supporting measurement records
- Apply statutory holdback correctly on claims and track release timing
- Track proper invoice dates and payment deadlines under prompt payment requirements
- Maintain the change order register and confirm written authorization precedes work
Reporting and Closeout — approx. 10%
- Prepare weekly progress reports for internal and client distribution
- Maintain the project risk register
- Coordinate deficiency review, closeout documentation, warranties, and as-built submission
3. Decision Authority
May decide independently
- Meeting scheduling and agenda content
- Routine information requests and document distribution
- Prioritization of own administrative workload
Requires Project Manager approval
- Any communication committing the company to a date, scope, or cost
- Issuance of formal notices to trades or client
- Changes to the baseline schedule
- Approval of progress claims or change orders
No authority
- Contract execution, purchase commitments, or hiring decisions
4. Key Working RelationshipsRelationshipNatureProject ManagerDirect supervisor; daily coordination and escalationSite Supervisor / SuperintendentPeer; field information exchangeTrade partnersDay-to-day coordination and follow-upConsultants (architect, engineers)RFI and submittal processingClient representativeProgress reporting and routine correspondenceAccountingProgress claim and invoice processing5. Qualifications
Education
- Diploma or degree in Civil Engineering Technology, Construction Management, Architectural Technology, or equivalent demonstrated experience
Experience
- Minimum [2] years in project coordination or site administration in ICI construction, interiors, or MEP
Certifications
- Valid Ontario Class G driver's licence
- Working at Heights certification and WHMIS (may be obtained post-hire)
- [Gold Seal certification or progress toward it — asset]
Technical Skills
- Advanced Excel
- Scheduling software: MS Project, Primavera P6, or equivalent
- Document management: [Procore / Bluebeam / SharePoint]
- Ability to read and interpret drawings, specifications, and tender documents
- Working understanding of construction contract mechanics including holdback, change orders, and progress billing
6. Core CompetenciesCompetencyBehavioural IndicatorFollow-throughCloses open items without being prompted; maintains own follow-up systemWritten communicationConfirms verbal decisions in writing; records are clear enough to rely on months laterProactive escalationRaises problems while they are still solvable rather than reporting them after the factAttention to detailDocumentation is accurate; discrepancies between drawings, BOQ, and site are caughtComposure under pressureMaintains professional tone with trades and clients during disputesOrganizationManages competing demands across multiple work fronts without losing items7. Physical Demands and Working Conditions
- Split between office and active construction sites
- Site work involves exposure to noise, dust, temperature extremes, and uneven or elevated surfaces
- Required PPE: hard hat, safety boots, high-visibility vest, safety glasses; additional PPE as site conditions require
- Occasional lifting up to [20 kg]
- Climbing ladders and stairs; walking active site areas
- Regular driving between GTA sites
- Occasional extended hours during critical project phases
These are the typical demands of the role. Accommodations will be made available in accordance with the Ontario Human Rights Code and AODA.
8. Performance Measures
- Schedule accuracy — variance between reported and actual progress
- RFI and submittal turnaround times
- Progress claims submitted complete and on time; rejection rate
- Trade compliance documentation current before mobilization
- Meeting minutes and action items circulated within [24] hours
- Client and trade partner feedback
9. Employment Terms Note
Overtime, hours of work, and public holiday entitlements are governed by the Employment Standards Act, 2000. The construction industry carries certain special rules under the ESA, and how they apply depends on the specific role and employer. Confirm the classification of this position with an employment lawyer or HR advisor before issuing an offer, and record the outcome here.
10. Acknowledgement
This job description describes the general nature and level of work performed. It is not an exhaustive list of all duties, and responsibilities may be adjusted as business needs require.
Pay: $45,000.00-$65,000.00 per year
Work Location: In person
