Project Coordinator

Key Responsibilities

Scheduling & Coordination

• Assist in coordinating high-volume suite turnovers, occupied-unit work, and service repair requests across multiple buildings
• Build and maintain detailed schedules aligned with leasing deadlines and service timelines
• Coordinate trades, subcontractors, and handyman staff to ensure efficient workflow and sequencing
• Track daily progress of turnovers and occupied-unit work to ensure deadlines are met
• Help prioritize incoming service requests, including urgent occupied-unit issues

Operations Support

• Support Project Manager(s) and Operations Manager with day-to-day coordination of multiple active projects and service calls
• Monitor workflows to minimize downtime and delays across job sites
• Assist in dispatching appropriate trades or personnel for repair and maintenance requests
• Prepare and generate project quotes for turnovers, repairs, and small renovation scopes
• Source, order, and track materials to ensure timely delivery and cost efficiency
• Maintain organized records of schedules, work orders, quotes, and project updates

Invoicing & Billing

• Prepare and issue customer invoices accurately and in a timely manner
• Review completed work orders, quotes, purchase orders and supporting documentation prior to invoicing
• Ensure all approved additional work and change orders are properly captured and billed
• Submit invoices through customer/property management portals and by email as required

Site & Quality Support

• Coordinate site visits and assist with inspections as needed
• Help track deficiencies, incomplete work, and follow-ups to ensure quality standards are met
• Ensure work areas remain clean and professional, especially in occupied buildings
• Support compliance with safety standards, building protocols, and company procedures

Communication & Client Support

• Act as a point of contact between internal teams, trades, and property management
• Provide updates on project status, service requests, and timelines
• Assist in managing change orders, work order updates, and issue resolution
• Communicate pricing, approvals, and material timelines with stakeholders
• Maintain strong working relationships across multiple properties and teams

Requirements

• Previous experience in construction coordination, property management, or renovation projects
• Experience preparing quotes, takeoffs, or estimates for small to mid-size projects
• Experience ordering and coordinating delivery of construction materials
• Experience working in residential or high-rise environments is an asset
• Strong organizational and time-management skills with the ability to handle multiple priorities
• Familiarity with construction workflows, trade coordination, and service dispatching
• Basic understanding of general repairs and maintenance items (drywall, tile, finish carpentry, etc.)
• Proficient in scheduling tools, spreadsheets, and project tracking systems
• Excellent communication and problem-solving skills
• Ability to work in a fast-paced, deadline-driven environment

Ideal Candidate

• Highly organized and detail-oriented with strong multitasking ability
• Comfortable coordinating multiple projects, quotes, and service calls simultaneously
• Proactive and responsive in addressing issues and changing priorities
• Thrives in a production-focused environment where speed and efficiency are critical