Installation Coordinator

Company Overview Wilcox Door Service Inc., a certified Aboriginal-owned business, has been the industry leader in supplying, installing, and servicing door, dock, and gate solutions for commercial and industrial facilities since 1912. We operate in Mississauga and Hamilton to ensure our customers in the GTA, Golden Horseshoe, and South-Western Ontario receive rapid response times with a well-stocked inventory of on-demand parts. Position Summary The Installation Coordinator is responsible for coordinating and managing all installation and construction projects sold by the company. This role serves as the primary point of contact between customers, vendors, sales representatives, technicians, trade partners, and internal departments to ensure projects are executed efficiently, professionally, and on schedule. The successful candidate will oversee project scheduling, customer communication, material procurement tracking, vendor coordination, system updates, and project followup while ensuring deadlines and customer expectations are consistently met. The ideal candidate thrives in a fast-paced environment, possesses strong organizational skills, and can effectively manage multiple projects simultaneously. Key Responsibilities Project Coordination Manage all installation and construction projects from project handoff through completion. Review project documentation for completeness and accuracy. Coordinate project timelines and milestones. Monitor project progress and proactively identify potential delays. Prepare monthly forecast reports and submit to the Installation Manager. Maintain and update order log. Schedule and organize all freight for all Construction and Installation projects. Ensure projects are executed according to customer requirements and company standards. Maintain visibility on all active projects and upcoming installations. Customer Communication Act as the primary point of contact for customers throughout the project lifecycle. Provide project updates and communicate scheduling information. Respond promptly to customer inquiries. Manage customer expectations regarding timelines and project status. Communicate delays, deliveries, changes, and project milestones professionally and proactively. Ensure a positive customer experience throughout every project. Vendor & Supplier Coordination Coordinate pickups and deliveries with manufacturers and suppliers regarding material orders. Track and update ETA’s of materials ordered with purchasing team and vendor Coordinate equipment rentals Escalate critical delays when necessary. Ensure materials are available before installation dates. Scheduling & Resource Management Coordinate installation schedules with the Installation Manager. Schedule technicians, in-house electricians, trade partners, equipment, and other resources required for project execution. Assist in optimizing labour utilization and crew scheduling. Coordinate site readiness and project logistics. Ensure projects are properly scheduled to meet customer deadlines and company objectives. System Management & Documentation Maintain accurate project records within Salesforce and company systems. Update project statuses throughout the project lifecycle. Ensure Installation Pulse reflects most current data (dates, statuses, notes etc.) Record purchase order information, vendor updates, shipment details, and scheduling notes. Ensure all project documentation is complete and organized. Complete, and submit all closeout documents for Construction projects. Track project milestones and completion dates. Maintain accurate records for reporting and forecasting purposes. Complete and submit final costing for all projects when completed. Deadline & Performance Management Monitor project timelines and identify risks to completion dates. Proactively follow up on outstanding materials, approvals, and customer requirements. Drive projects forward to ensure deadlines are achieved. Support monthly installation and const…

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