Site Coordinator / Site Administrator

About the Role

Premier Project Consultants Ltd is looking for a highly organized and meticulous Site Coordinator / Site Administrator to aid in the effective delivery of ongoing residential and commercial construction projects. This role involves managing daily site administration, documentation, organizing logistics, and facilitating communication between field personnel, consultants, and office teams.

Working in close partnership with the Project Manager and Site Superintendent, the site coordinator plays a crucial role in ensuring project data is current, accurate, and efficiently disseminated to support seamless site operations and project progress. The ideal candidate is comfortable in a fast-moving environment, excels at organization, and serves as the pivotal communication hub linking site activities with office operations.

Primary Responsibilities

• Assist the Project Manager and Site Superintendent in carrying out project schedules, plans, and critical milestones across multiple active projects.
• Maintain precise and current project documentation including drawings, specifications, permits, change orders, RFIs, submittals, and site directives, ensuring effective tracking, distribution, and filing.
• Organize and coordinate site meetings, prepare agendas, record minutes, and monitor completion of assigned actions to maintain project timelines.
• Facilitate daily site operations by managing logistics, scheduling deliveries and equipment, and coordinating activities of trades and vendors while managing site access protocols.
• Monitor trade and vendor attendance, verifying all personnel have the necessary documents before accessing the site.
• Support material tracking, inventory management, and delivery scheduling to contribute to efficient project execution.
• Serve as a key communication conduit among site teams, office staff, consultants, clients, and vendors to ensure smooth information flow and project coordination.
• Support site safety compliance by managing documentation, assisting with orientations and toolbox talks, and participating in site inspections to identify and escalate safety or compliance concerns.
• Assist in compiling project updates, processing timesheets and delivery slips, maintaining daily logs, and supporting cost tracking and project closeout documentation.
• Help coordinate administrative tasks related to payroll inputs, invoicing, and expense tracking associated with site operations.

Candidate Requirements

• Between 2 to 5 years of experience in site coordination, project coordination, construction administration, or similar positions.
• Experience with residential, commercial, or infrastructure projects is highly preferred.
• Strong organizational capabilities, adept at handling multiple tasks in an active construction environment.
• Excellent attention to detail with high standards for accuracy in documentation and record-keeping.
• Effective communication skills with professionalism in interacting with site teams, subcontractors, consultants, and clients.
• Proactive problem-solving aptitude, anticipating needs and ensuring tasks are completed to support resolution.
• Ability to adapt to working both onsite and in office settings, managing shifting priorities with ease.
• Reliable, professional, and accountable in daily tasks and responsibilities.
• Collaborative mindset supporting field operations and office coordination.
• Comfortable using digital tools, proficient in Microsoft Office suite (Word, Excel, Outlook); experience with project or construction management software is advantageous.
• Strong discipline in maintaining detailed records, logs, and project documentation.
• Knowledge of site safety procedures, documentation, and compliance is a valuable asset.

Benefits and Accommodations

• Dental coverage
• Extended health insurance plans
• Vision care benefits
• Comprehensive Employee and Family Assistance Program (EFAP)
• Access to virtual urgent care services

Premier Project Consultants Ltd is dedicated to fostering an inclusive recruitment process and offers accommodations for candidates with disabilities. Applicants needing accommodations during recruitment are encouraged to inform ahead of time.

Note on Hiring Process

This recruitment incorporates the use of AI-based tools to screen resumes, ensuring objective and consistent candidate evaluation based on qualifications relevant to the position.