Project Coordinator
The Project Coordinator supports MTLI Group’s Project Managers and Operations Team in delivering industrial construction, warehouse automation, pallet racking, conveyor, facility relocation, maintenance, and installation projects across Canada and the United States.
This is a fast-paced, highly organized role responsible for keeping project documentation, costs, schedules, labour, equipment, materials, safety requirements, and customer communications properly coordinated.
The Project Coordinator is not simply an administrative assistant. They are an active member of the project delivery team and are expected to help identify problems, follow up with stakeholders, maintain accurate project information, and ensure nothing is missed between the sales, estimating, operations, field, and finance teams.
Core ResponsibilitiesProject Setup and Documentation
- Create and maintain project folders, project records, and internal system information.
- Confirm that signed proposals, purchase orders, contracts, drawings, scopes of work, schedules, permits, and customer requirements are received.
- Assist with the sales-to-operations project handover.
- Ensure all relevant project files are uploaded and organized.
- Maintain contact lists for customers, suppliers, subcontractors, site supervisors, and internal team members.
- Track outstanding documents, approvals, RFIs, submittals, and customer decisions.
Scheduling and Project Planning
- Support the Project Manager in building and maintaining project schedules.
- Track important milestones, material delivery dates, site access dates, installation dates, inspections, and completion deadlines.
- Coordinate weekly project updates and follow up on overdue tasks.
- Assist with preparing Gantt schedules, look-ahead schedules, and daily work plans.
- Identify potential scheduling conflicts and escalate them to the Project Manager.
Labour and Field Coordination
- Assist with organizing crew lists, site supervisors, subcontractors, and required trades.
- Confirm workers have the required safety certifications, training, PPE, and site documentation.
- Support travel arrangements, hotels, flights, rental vehicles, and living-out allowances when required.
- Coordinate worker onboarding and site access requirements.
- Ensure field teams receive the correct scope, drawings, schedule, customer contacts, and reporting instructions before mobilization.
Equipment, Materials, and Logistics
- Coordinate equipment rentals, deliveries, pickup dates, extensions, and rental returns.
- Track forklifts, scissor lifts, boom lifts, tools, storage containers, dumpsters, and other project equipment.
- Assist with ordering project materials, consumables, tools, and safety supplies.
- Track material shipments, delivery dates, receiving records, shortages, and damaged materials.
- Coordinate freight, unloading requirements, and site delivery appointments.
- Maintain material and equipment tracking logs.
Cost Tracking and Financial Support
- Assist the Project Manager with tracking project costs against the approved budget.
- Collect and organize supplier invoices, subcontractor invoices, timesheets, rental costs, freight charges, and purchase receipts.
- Confirm costs are assigned to the correct project and cost code.
- Track committed costs, actual costs, projected costs, and outstanding purchase orders.
- Assist with identifying project cost overruns before they become larger issues.
- Support progress billing, invoice backup, holdback documentation, and customer billing requirements.
- Maintain accurate change-order and extra-work records.
Daily Reports and Progress Tracking
- Ensure daily site reports are completed accurately and on time.
- Review daily reports for manpower, hours worked, work completed, equipment used, delays, safety issues, photos, and additional work.
- Follow up with site supervisors when reports are incomplete or missing.
- Track project progress against the original schedule and budget.
- Maintain project photo records, deficiency lists, and completion documentation.
Change Orders and Scope Control
- Document customer-requested changes, additional work, delays, site conditions, and scope discrepancies.
- Assist the Project Manager with preparing change-order backup.
- Track change-order status from identification through customer approval and billing.
- Ensure the field team does not perform unapproved additional work without proper documentation and authorization.
- Maintain records of labour, materials, equipment, and delays connected to additional work.
Health and Safety Coordination
- Ensure required safety documentation is collected before mobilization.
- Support the preparation of site-specific safety plans, hazard assessments, emergency plans, toolbox talks, and worker certifications.
- Track incidents, near misses, inspections, corrective actions, and safety documentation.
- Work with the Health and Safety Team to ensure project compliance.
- Escalate missing documentation or unsafe conditions immediately.
Customer and Internal Communication
- Attend internal project meetings and customer meetings when required.
- Prepare meeting notes, action-item lists, and follow-up documentation.
- Provide organized project updates to the Project Manager and Operations Team.
- Follow up with vendors, subcontractors, customers, and internal departments.
- Help ensure the customer receives timely, accurate, and professional communication.
- Escalate customer concerns or project risks immediately.
Project Closeout
- Assist with collecting deficiency lists, inspection reports, warranties, manuals, drawings, sign-offs, and completion documents.
- Confirm rental equipment has been returned and outstanding supplier invoices have been received.
- Support final customer billing and project cost reconciliation.
- Organize closeout packages and final project records.
- Ensure all outstanding change orders, deficiencies, and documentation are completed before the project is closed.
Key Performance Indicators
The Project Coordinator will be measured on:
- Project information being accurate and updated.
- Daily reports being completed on time.
- Project documents being properly organized.
- Labour, travel, rentals, and materials being coordinated before they are required.
- Costs and purchase commitments being entered and tracked accurately.
- Change orders being documented and submitted promptly.
- Safety documents and worker certifications being complete.
- Project meetings having clear notes and assigned action items.
- Outstanding tasks being followed up on and closed.
- Project Managers and field teams receiving timely support.
- Reduction in preventable delays, missed orders, rental extensions, and administrative errors.
Qualifications
- Experience in project coordination, construction coordination, industrial services, material handling, warehouse automation, mechanical installation, electrical installation, or a related field.
- Strong organizational and follow-up skills.
- Ability to manage multiple active projects and competing deadlines.
- Comfortable working with schedules, budgets, invoices, purchase orders, and project documentation.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Excel, Word, Outlook, Teams, and project-management software.
- Ability to read construction drawings, layouts, equipment plans, and scopes of work is an asset.
- Experience coordinating field labour, equipment rentals, freight, or materials is an asset.
- Construction, warehouse, racking, conveyor, automation, or industrial-project experience is strongly preferred.
- Willingness to occasionally work outside regular business hours when active projects require support.
Ideal Candidate
The ideal candidate is proactive, highly organized, comfortable following up repeatedly, and able to operate in a fast-moving project environment.
They do not wait to be told about every task. They review the project, identify what is missing, communicate concerns, and help keep the Project Manager and field team ahead of problems.
They must be comfortable holding suppliers, subcontractors, supervisors, and internal team members accountable for deadlines and required information.
Career Growth
A successful Project Coordinator can progress into positions such as:
- Senior Project Coordinator
- Assistant Project Manager
- Project Manager
- Operations Coordinator
- Operations Manager
- Client Solutions Manager
- Regional Operations Manager
Pay: $40,000.00-$50,000.00 per year
Application question(s):
- How many years of Project Coordination experience do you have?
- What project tracking, scheduling, or task management software have you used? Please explain how you used these tools in your daily work.
- Are you comfortable following up firmly with suppliers, subcontractors, employees, and customers when information is overdue?
- How many years of experience do you have in project coordination, construction coordination, industrial services, or a related position?
- Have you tracked material orders, shipments, freight, delivery dates, shortages, and damaged materials?
- Have you prepared or maintained Gantt charts, project schedules, look-ahead schedules, or milestone trackers?
- This position is fully on-site located in 165 Gibson Dr, Markham, ON L3R 3K7. Are you ok with this?
Education:
- Bachelor's Degree (preferred)
Experience:
- Project coordination: 3 years (preferred)
- AutoCAD: 4 years (preferred)
- Construction estimating: 3 years (preferred)
- Construction management: 3 years (preferred)
Licence/Certification:
Work Location: In person
