Construction Project Coordinator

About the Role

The Construction Project Coordinator supports the Project Manager through every stage of a construction project, from the initial phase to completion. This role handles administrative duties and record management, ensuring project documentation is accurately reviewed and distributed to both internal teams and external partners as instructed. Additionally, the coordinator aids with cost estimating and tender preparation activities.

Qualifications

• Ability to interpret construction drawings, schematics, field plans, and diagrams
• Basic knowledge of construction methods, techniques, and systems
• Familiarity with standard trade scopes in the construction industry
• Strong organizational skills combined with document control expertise
• Understanding of local, provincial, and federal workplace compliance laws and regulations
• Knowledgeable in project scheduling methods and capable of updating schedules with input from trade partners
• Ability to develop preliminary construction estimates for change orders
• Awareness of Occupational Health and Safety standards and relevant building codes
• Networking skills to establish long-term relationships within the industry and with potential clients
• Excellent verbal and written communication skills, including presentation abilities
• Capable of working both autonomously and collaboratively within a team setting
• Proficient in Microsoft Office Suite (Project, PowerPoint, Excel, Word) and familiar with project management and ERP software systems

Education and Experience

• Diploma in Construction, Building Technology, or a related field
• 1 to 3 years’ experience as a Project Coordinator within commercial or institutional construction settings
• Experience with Autodesk Revit BIM is advantageous
• Green building certification such as LEED or Green Globes is a plus
• Valid driver’s license required

Key Responsibilities

• Support bid process and manage tender closures
• Coordinate pre-planning activities including project startup planning, permit acquisition, and job start file organization (both paper and electronic)
• Manage submission reviews, distribution, monitoring, tracking, and documentation
• Lead vendor quotation collection, competitive pricing acquisition, and procurement processes
• Assist in reviewing subcontractor bids, contracts, and purchase orders
• Handle document management for all project information, including archiving
• Maintain updated records of change notices, orders, and subcontractor back-charges
• Help track project milestones and financial deadlines; assist in creating and updating project schedules in collaboration with the PM and Superintendent
• Contribute to project planning, scheduling, progress monitoring, and cost control activities
• Prepare and distribute monthly schedule updates alongside the project team
• Oversee documentation related to change orders, site instructions, clarifications, and RFIs to ensure proper approval and distribution
• Coordinate the Request for Information (RFI) process with affected trades, maintaining logs
• Assist PM with management of monthly progress invoicing
• Attend or lead site meetings when necessary to support the PM
• Prepare purchase orders and aid in procurement of materials and equipment
• Schedule delivery of materials on site to support the Superintendent
• Arrange temporary site accommodations and manage utility connections and disconnections
• Maintain active communication with the project team about project status and potential issues impacting client relationships
• Support quality assurance/quality control inspections and update the FTQ system
• Coordinate and distribute daily, weekly, and monthly project reports
• Track and document LEED credits when applicable
• Facilitate project turnover and close-out processes, including managing turnover documentation
• Perform other administrative tasks as necessary

Work Environment

• Primarily office-based setting
• Manual dexterity is required for computer and peripheral operation
• Use of company vehicles for travel
• Site visits to construction zones with associated industry hazards