Position Summary

Windmill is hiring a Senior Project Coordinator (SPC) for an existing vacancy. Reporting to the Project Manager (PM), and supporting projects where there is no Assistant Project Manager (APM), the SPC is a mid-level support role providing administrative and coordination support across the full project lifecycle, from pre-development through post-construction.

The SPC maintains project filing systems, processes purchase orders and invoices, coordinates meetings, tracks documentation, supports stakeholder communications, and helps compile health and safety, purchaser upgrade, warranty, permit, handover, and sustainability records to ensure efficient, organized, and compliant project execution.

Key Accountabilities

General Project Support

• Support the PM in adapting to the needs of a small developer, prioritizing administrative tasks, maintaining flexibility, and aligning work with Windmill’s objectives.

• Implement and maintain comprehensive project filing systems, including Jonas, SharePoint, Procore, BIM, or equivalent tools, ensuring version control, organization, accessibility, and a centralized document repository.

• Perform administrative tasks including document filing, PO generation, invoice tracking, meeting coordination, agenda preparation, minute-taking, action-item follow-up, and compliance with Windmill’s procedures.

• Compile, maintain, and organize health and safety documentation provided by the GC/CM, including training certificates, incident reports, site inspection logs, and site-specific plans, supporting compliance with Ontario’s Occupational Health and Safety Act.

• Maintain detailed communication logs with adjacent neighbours, municipal staff, consultants, vendors, trade partners, and other stakeholders, escalating issues to the PM as required.

• Support onboarding of consultants, vendors, and trade partners by preparing orientation packages, collecting signed contract documents, and verifying compliance with Windmill policies. Pre-Development

• Track consultant progress on drawings, specifications, and reports required for permits, tenders, and early planning, escalating delays to the PM.

• Organize documentation for permit applications and regulatory submissions, including site plan agreements and zoning approvals.

• Assist with GC/CM, trade partner, and cost consultant coordination by compiling data for estimates, value engineering, and constructability reviews.

• Support RFP preparation for design consultants, organize submissions, and document the selection process.

Pre-Construction

• Solicit and organize proposals for third-party consultants and vendors, such as B19, traffic consultants, surveyors, and daylighting contractors, in line with Windmill procurement policies.
• Attend GC/CM and trade pre-construction coordination meetings, record and distribute minutes, and track action items.
• Generate POs in Jonas for third-party consultants and vendors not under the GC/CM, ensuring timely processing and financial protocol compliance.
• Compile clearances, contracts, payment records, and applications for temporary, permanent, utility, and telecom services.
• Collect and organize insurance certificates, WSIB compliance documents, and performance bonds from the GC/CM, consultants, and vendors.
• Assist with surveyors and legal counsel on reference plans (R-Plans) for absolute title conversion and municipal submissions.
• Support documentation for construction management, traffic, logistics, and fire safety plans.

Construction

• Conduct minimum weekly site visits during construction, document observations, discussions, and photos, and escalate issues immediately; visit frequency may increase during critical phases.
• Log RFIs, site instructions, change orders, budget transfers, and scope coordination items in Jonas; flag discrepancies for PM review.
• Review, log, and transmit drawings, specifications, RFIs, changes, and site instructions to consultants, GC/CM, trade contractors, and other project team members through Jonas or SharePoint.
• Review and process invoices from the GC/CM, consultants, and vendors in Jonas, verifying accuracy against contract terms and Ontario prompt payment requirements.
• Assist the PM with budget and schedule tracking, milestone monitoring, critical path variances, and coordination with the GC/CM to address delays.
• Support QA/QC by compiling punch lists, tracking corrective actions, and organizing commissioning documentation.
• Coordinate with Customer Care/Sales and Design/Marketing on the condo upgrades program, ensuring purchaser selections are documented, communicated, and implemented on schedule.
• Monitor sustainability metrics such as energy efficiency and waste reduction, and compile documentation for certifications including the Windmill Impact Standard, LEED, and TGS/OHPDS.
• Compile data for monthly project reports, including budget, schedule, AHJ approvals, and risk log updates.

Occupancy

• Support handover and occupancy coordination with the GC/CM, Property Manager, Customer Care/Sales, and PM, including occupancy dates and pre-delivery inspections (PDIs).
• Compile and verify as-built drawings, operations and maintenance (O&M) manuals, warranties, commissioning documents, matrices, and schedules.
• Organize documentation to address site plan approval conditions, secure occupancy permits, and track SPA conditions such as landscaping and servicing with the Construction Manager.
• Coordinate training sessions for property management staff on building systems and operations with the GC/CM and consultants.

Post-Construction

• Track warranty periods and organize warranty-related documentation.
• Work with Customer Care and the GC/CM to document and coordinate repairs for post-occupancy deficiencies and support timely resolution.
• Compile documentation for TARION first- and second-year performance audits for condos, or applicable construction warranty reviews for rentals.
• If applicable, support condominium registration documents for submission to the Land Registry Office, including draft plan and declaration, and assist with handover documents and financial statements for the board turnover meeting.

Role Competencies

Education

Bachelor’s degree in Construction Management, Architectural Technology, Civil Engineering, or a related field; or a college diploma in Construction Management, Architectural Technology, Civil Engineering Technology, or equivalent. Education is valuable, but relevant experience and a driven, collaborative personality are more critical and can supersede academic qualifications.

Experience

3–5 years in construction administration or coordination, preferably in residential rental projects. Experience in a small developer environment is an asset.

Skills

Strong organizational and coordination abilities; ability to track budgets and schedules with guidance; meticulous attention to detail; effective communication and teamwork; adaptability in a fast-paced environment; proficiency with project management software such as Jonas, SharePoint, Procore, and Microsoft Office Suite; and enthusiasm for sustainability initiatives.

Certifications

Sustainability certifications, such as LEED Green Associate, are an asset. Advanced certifications are not required, though interest in pursuing PMP or GSC is a bonus.

Additional Notes

The successful candidate must demonstrate dependability, a supportive personality, practical experience with Ontario residential construction processes, and a commitment to sustainability goals such as LEED and TGS/OHPDS. Traits such as diligence and a proactive attitude are key to excelling in this role and may outweigh formal education.

Compensation

The salary range for this position is $70,000 - $90,000 annually. Compensation at Windmill is determined based on a combination of factors, including relevant experience, skills, qualifications, and the scope of the role. The posted range reflects the expected salary for this role, with final offers determined through our interview and assessment process.

Use of Artificial Intelligence

Windmill does not use artificial intelligence (AI) to screen, assess, or select candidates during the recruitment process.

Equal Opportunity Employer

Windmill is an equal opportunity employer and is committed to fostering an inclusive, respectful, and accessible workplace. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives. Accommodation is available upon request throughout the recruitment process.