Junior Project and Site Coordinator

About HF Interiors: HF Interiors Inc. is a growing company who provide the supply and installation of commercial interior finishes. We specialize in high end, custom acoustic wall and ceiling products for major projects in Toronto and the G.T A. We are building a team of professionals who value work ethic, quality, and integrity. You will be working directly with the owners of the company. With their guidance and training there is room for advancement for those members of our team who are looking to expand their careers. Job Description: This role is supportive; ultimately the Junior Project Coordinator is responsible for assisting the Project Coordinator, lead hands and company owners. The main responsibilities of a Junior Project Coordinator include working with team members, trades, designers, architects to complete projects. As well as actively following up with all project team members and managing inventory. Who you are: You take ownership of tasks, follow through without repeated reminders, and are always ready to move the next priority forward. You are comfortable balancing remote administrative work, warehouse coordination, and frequent visits to active construction sites. You are detailed, dependable, and able to remain organized while several projects and deadlines are active at the same time. You are willing to adjust your hours and put in additional time when project deadlines or site conditions require it. You communicate clearly, ask questions when needed, and take initiative to solve problems before they become delays. Key Responsibilities Project Documentation and Communication Maintain and monitor project documentation, correspondence, logs, and outstanding action items. Prepare, complete, issue, and track subcontract agreements, letters of intent, purchase orders, and related documents under the direction of project leadership. Effectively and accurately communicate relevant project information to clients, consultants, suppliers, trades, and the internal project team. Ensure important emails, meeting notes, site discussions, and decisions are promptly documented and distributed to the people who need the information. Maintain organized project folders and upload documents to the appropriate company or project platform. Project Coordination and Tracking Track potential, contemplated, submitted, approved, and completed changes to contracts and project scope. Track requests for information (RFIs), submittals, shop drawings, site instructions, field reports, drawings, specifications, testing reports, and inspection records. Monitor projects from quotation through approvals, procurement, installation, deficiency completion, and closeout. Actively follow up with project team members, trades, suppliers, designers, and architects regarding outstanding information and required actions. Anticipate the company’s need for information, materials, approvals, access, and general coordination with daily project activities. Assist with coordinating schedules, materials, deliveries, manpower information, and changing site requirements. Project Start-Up, Health and Safety, and Closeout Prepare and manage project start-up documentation, including Notices of Project, project-specific health and safety documentation, construction schedules, insurance, bonding, and other required submissions. Assist with health and safety administration, including training records, site-specific documentation, safety submissions, and compliance follow-ups. Ensure subcontractors and suppliers return signed agreements, purchase orders, and required documentation in time to commence work and process payment. Request or prepare completion certificates and ensure all required project closeout, warranty, maintenance, and turnover documents are collected and submitted. Maintain accurate deficiency and closeout tracking and follow up until outstanding items are completed. Site and Warehouse Support Attend multiple job sites as required to take photo…

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