Project Coordinator

We are currently seeking a highly organized and proactive Project Coordinator to support our construction team and keep day-to-day operations running smoothly. This is an opportunity for someone who enjoys bringing structure to a busy environment, solving problems, and being a trusted partner to Project Managers and field teams. You’ll drive project administration and coordination, keeping documentation accurate and execution on track. The ideal candidate is resourceful, adaptable, and highly organized. You anticipate needs, take initiative, and follow through on commitments. You enjoy creating order in fast-paced environments, managing competing priorities, and finding practical solutions independently. Your ability to stay one step ahead will help support the success of both the team and the projects they deliver. The company values a supportive team culture, employee development, and creating opportunities for people to grow alongside the business. This is a full-time, permanent position Monday to Friday, from 7:30 a.m. to 4:00 p.m. Key Responsibilities Project Planning and Coordination: Provide total administrative coverage and operational assistance across all projects. Ensure no administrative task falls through the cracks by actively coordinating parts sourcing, communication flow, document tracking, and general administrative support for all project team members. Assist in developing project plans, timelines, and milestones in collaboration with the Project Manager(s). Coordinate project activities to help ensure tasks are assigned, deadlines are met, and resources are allocated efficiently. Process and track permit applications and inspection schedules for active project sites. Facilitate effective communication among project team members, stakeholders, and external partners. Arrange and schedule project meetings/events, prepare meeting agendas, and document meeting minutes. Documentation and Reporting: Create, maintain, and organize comprehensive project documentation, including project plans, status reports, change orders, RFIs, and project-related correspondence, ensuring records are accurate, current, and readily accessible. Proven experience creating Purchase Orders (POs), matching invoices/delivery slips, and managing vendor/subcontractor accounts. Track project progress, milestones, and deliverables, and provide regular updates to the Project Manager(s). Compile project data, verify its accuracy, and identify trends, risks, and opportunities for improvement. Prepare and distribute reports, presentations, and other project-related materials as needed. Review timesheets for completeness and accuracy, follow up on discrepancies, and submit completed timesheets in accordance with established deadlines and procedures. Resource, Procurement, and Administrative Support: Assist in resource allocation, ensuring the availability of equipment, materials, and personnel to support project activities, including handling unexpected site changes or urgent material requests. Collaborate with procurement and supply chain teams to procure necessary project materials and services. Maintain inventory of project supplies, track usage, and initiate replenishment when necessary. Support project activities to ensure compliance with quality assurance standards, applicable regulations, company policies, and safety guidelines, including coordinating and tracking required safety training and equipment. Escalate compliance concerns, project risks, and deviations that may affect quality, safety, schedules, or costs to the Project Manager(s). Maintain an up-to-date log of project issues, risks, corrective actions, and resolutions, and follow up with responsible parties to support timely closure. Provide backup administrative support to coordinators and other administrative team members during vacations, other absences, and periods of high workload. Requirements Senior administrative or coordination experience in a fast-paced environment…

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