Project Coordinator

THE ROLE: Reporting to the Construction Manager and Project Manager, the Coordinator, Projects is primarily responsible for providing administrative and clerical services. The incumbent’s primary functions include providing administrative support, project document control, and monitoring payments and expenditures. Providing these services in an effective and efficient manner will ensure that projects are delivered on schedule, on budget and meet scope requirements. Additionally, from time to time, the role will include administrative tasks for the Accounting team. RESPONSIBILITIES: The duties and responsibilities for the Coordinator, Projects include, but are not limited to the following: * Owns project document control across all phases of construction, maintaining a comprehensive and up-to-date filing system for all submittals, RFIs, change management, drawings, meeting minutes, and project correspondence * Reviews, submits and maintains tracking logs for RFI’s, samples and submittals * Prepares change orders, shop drawings, and RFI submissions for review/approval * Assists with Sage entries for project contracts, subcontracts, invoices and change orders * Ensures proper authorization, appropriate coding to projects, and timely processing of payments * Assists in the processing of progress billings from contractors and other vendors * Coordinates and collects all close-out documents * Ensures timely follow-ups on all aspects of projects, quotes and opportunities * Solicits quotes and technical documentation from vendors * Orders goods directly from our suppliers when required * Handles vendor, subcontractor, and internal inquiries. * Processes all expenditures relating to travel, projects, and subcontractors; exercising extreme discretion with such sensitive and confidential information. * Submits and tracks credit card receipts and performs associated reconciliations. * Requests and coordinates job site services, equipment rentals and job site materials, as directed by the Project Manager * Supports the Health and Safety initiatives, as directed by the Construction Manager * Prepares a draft of the monthly financial report for the Project Manager’s/Construction Manager’s review. * Administers and Closes the Deficiency Process for project turnover in collaboration with the Project Manager. * Develops close out binders for project completion. * Assists in the closing of project permits. * Supports the Project Manager in Occupancy related documentation. Skills and Qualifications: Academic/Education Requirements: * Educational background in Construction, Project Management or a construction-related field, or a combination of knowledge, skills with a minimum of 5 years’ experience in a comparable role, preferably in the hospitality/real estate industry. Knowledge, Experience and Skills Requirements: * Continuous improvement attitude. * Well developed critical thinking skills and mental agility. * Ability to read and interpret drawings/specifications and have knowledge of applicable Provincial//Municipal standards & legislation. * Excellent organizational and planning skills and ability to manage multiple projects. * Ability to meet tight deadlines and schedules while maintaining safety and profitability. * Excellent verbal and written communication skills. * Strong analytical and problem solving skills. * Work within project framework and adhere to all Company guidelines and policies. * Ability to work with minimum supervision. Work Conditions: * Required to work flexible/variable schedule dependant on project deadlines. * Physical ability to frequently lift up to 50lbs/23kgs. * Frequent travel to the construction site, and off-site locations, will be required. * Ability to travel, as project location can vary geographically within Canada. * PPE and RPE will be required at construction sites, e.g., steel-toed safety boots, hard hat at a minimum, and any project specific requirements. * Peak project periods may require working overtime, as required. * Exposure to hazards associated with the construction trade. * Ability to work both indoors and outdoors. * Constant exposure to construction sites. TRIP Contracting Inc. is an inclusive employer. As part of TRIP’s commitment to accessibility, we will ensure equality by providing a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code [Ontario only]. Any special accommodation needs required in order to allow applicants to participate in the recruitment process to their full potential can be arranged in advance by contacting TRIP Contracting Inc. to arrange practical and appropriate accommodation. We appreciate all applications; however, only those applicants selected for an interview will be contacted.

The Project Coordinator is responsible for providing administrative support, managing project document control, and monitoring payments and expenditures. They also assist with financial reporting, vendor inquiries, and coordinating job site services to ensure projects are delivered on schedule and within budget.

Candidates must have an educational background in construction or project management, or a combination of skills with at least 5 years of experience. Proficiency in reading drawings, strong organizational skills, and the ability to work in a construction environment are essential.

• Construction ManagementPreferred
• Problem solvingPreferred
• Administrative SupportPreferred
• Financial ReportingPreferred
• Safety CompliancePreferred
• Vendor CoordinationPreferred
• Critical ThinkingPreferred
• Communication SkillsPreferred

Identified from the job description. Confirm important requirements above.

• Project document control
• Administrative support
• Construction management
• Financial reporting
• RFI management
• Change order preparation
• Sage software
• Vendor coordination
• Drawing interpretation
• Critical thinking
• Organizational skills
• Problem solving
• Communication skills
• Permit closing
• Safety compliance
• Administrative Support
• Change Orders
• Construction Project Management
• Document Control
• Mental Agility
• Administrative Functions
• Planning
• Accounting
• Construction
• Change Management
• Clerical Works
• Communication
• Construction Management
• Continuous Improvement Process
• Critical Thinking
• Financial Statements
• Invoicing
• Problem Solving
• Project Management
• Taking Meeting Minutes
• Real Estate
• Shop Drawing
• Subcontracting
• Submittals (Construction)
• Technical Documentation
• Authorization (Computing)
• Filing
• Drawing Interpretation

• Construction
• Administrative
• Management & Leadership
• Finance & Accounting
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists

Minimum education

Professional degree

Minimum experience

5+ years

Posting language

English

Working hours

40 hours per week