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Added 7 mins ago
Senior Project Coordinator – Architectural Envelope
AtkinsRéalis
Toronto, ON
Full-time
The Senior Project Coordinator - Architectural Envelope, will support the planning, coordination, execution, and reporting of architectural envelope activities throughout the project…
Added 21 mins ago
Guardians Care Specialist FT - West
EHN Canada
Toronto, ON
$60,000 to $70,000 CAD / year
Full-time
A successful Guardians Care Specialist is a relationship-focused professional who serves as the primary coordinator for an assigned caseload, ensuring clients, referents, and internal teams…
Added 21 mins ago
Supportive Living Coordinator Fixed Term Contract
CMHA Calgary
Calgary, AB
Other
POSITION TITLE: Supportive Living Coordinator
Added 21 mins ago
Fire Operations Support Coordinator
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Richmond, BC
Full-time
As our Fire Operations Support Coordinator, you will play a key role in turning completed work into accurate and timely invoices. With approximately 60% of your role focused on billing and…
Added 52 mins ago
Facilities and Maintenance Coordinator - 18 month Contract
Lifemark Health Group
Toronto, ON
$55,000 to $75,000 CAD / year
Temporary
The Facilities & Maintenance Coordinator supports the effective operation, maintenance, and service delivery of facilities, buildings, equipment, and related infrastructure. This role…
Added 52 mins ago
Commercial Coordinator- Large/ Major Projects
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Full-time
Eaton’s Electrical sector is currently seeking a Commercial Coordinator to join our EatonCare team. This hybrid position is based at our Burlington, ON facility and offers benefits from day…
Added 1 hour ago
Coordinator - Investigations & Staff Development
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Five years previous experience in Police/Security field, at the supervisory level.
Added 1 hour ago
Clinical Research Coordinator – Endometriosis Research Program
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Contract
Added 1 hour ago
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Under the supervision of Dr. Lucy Gilbert, the clinical research coordinator is responsible to conduct clinic interventions following protocols, procedures and internal SOPs.
Added 1 hour ago
Clinical Research Coordinator – Ethics & Regulatory Affairs
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
…HIV, HBV, HCV, STIs, and liver diseases. The Clinical Research Coordinator – Ethics & Regulatory Affairs will complete the below listed tasks at the Chronic Viral Illness Service of the…
Added 1 hour ago
Clinical Research Coordinator - Regulatory
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Under the supervision of Dr. Lucy Gilbert, the clinical research coordinator is responsible to conduct clinic interventions following protocols, procedures and internal SOPs.
Added 1 hour ago
Clinical Research Coordinator - Nurse
RI-MUHC | Research Institute of the MUHC | #rimuhc
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Added 1 hour ago
Tremplin Program Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
…to the Tremplin Manager and the Principal Investigator, the Coordinator will contribute to the coordination, facilitation, evaluation, and continuous improvement of Tremplin activities in…
Added 1 hour ago
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Full-time
Field of Study: Public Health, Epidemiology, or other related field
Added 1 hour ago
Clinical Research Coordinator – Physiotherapist
RI-MUHC | Research Institute of the MUHC | #rimuhc
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…condition, but also advance basic and clinical research in the…
Added 2 hours ago
Facilities and Maintenance Coordinator - 18 month Contract
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Toronto, ON
$55,000 to $75,000 CAD / year
Temporary
The Facilities & Maintenance Coordinator supports the effective operation, maintenance, and service delivery of facilities, buildings, equipment, and related infrastructure. This role…
Added 2 hours ago
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As a Field Marketing Coordinator, you will be part of a dedicated team based in the Ottawa area and reporting to the Territory Manger, Residential Sales. The Field Marketing Coordinator is…
Added 2 hours ago
Project Coordinator
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Hamilton, ON
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Reporting to the Clinical Manager, the Project Coordinator leads the project team members in the execution and delivery of a variety of Chronic Pain Services. Works collaboratively with all…
Added 3 hours ago
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…goals of the Greenwood Shalom under the direction of the site coordinator. He/she will implement program activities for children, which provide for spiritual, social, academic and emotional…
Added 3 hours ago
Research Coordinator, Department of Medicine
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Calgary, AB
Full-time
The Department of Medicine in the Cumming School of Medicine invites applications for a Research Coordinator. This Full-time Fixed Term position is for approximately 1 year (based on length…
Added 3 hours ago
Prepress Coordinator (On-site Position) - Montreal
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The Prepress Coordinator position receives digital files from customers and provides customer service to ensure that proofs and files are ready for print. Develops procedures and prepares…
Added 4 hours ago
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Added 4 hours ago
Project Coordinator - Summer Student
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Internship
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Added 4 hours ago
Project Analyst
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Bolton, ON (On-site) • Monday–Friday, 8:30 AM–5:00 PM • Reports to: Project Coordinator •
Added 4 hours ago
Business Operations Coordinator
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Toronto, ON · Greater Toronto Area, Canada
Full-time
The Business Operations Coordinator is a full-time, on-site position in Vaughan, Ontario, working closely with the Owners to keep daily business operations organized and running…

Paul Davis Ottawa

Project Coordinator

Ottawa, ON, K1B 3V3, Canada

Pay: $65,000 to $75,000 CAD / year
Job type: Full-time
Posting language: English
Posted: Jul 15, 2026

Apply About employer

Applications open in a new tab.

Original job description

Benefits:

Dental insurance
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Bonus based on performance
Competitive salary

Position Summary

Support Project Managers throughout the entire restoration process - from emergency response through mitigation, estimating, reconstruction, invoicing, and project closeout.

You'll work with customers, adjusters, subcontractors, estimators, accounting, compliance, mitigation, and rebuild teams to ensure every project moves forward efficiently.

Key Responsibilities

Project Coordination & Scheduling

Support the Project Manager in coordinating assigned files from initial intake through mitigation, estimating, approvals, scheduling, production, invoicing, and project closeout.
Maintain complete visibility on project status, upcoming milestones, outstanding actions, approvals, documentation, and customer commitments across multiple active files.
Create, update, and maintain detailed project schedules using Project Libre or other approved scheduling software.
Coordinate all project activities including:
- Customer appointments
- Site inspections
- Trade scheduling
- Material deliveries
- Equipment requirements
- Permit inspections
- Deficiency completion
- Final walkthroughs
Ensure project schedules remain current and communicate schedule changes to all stakeholders.

Customer & Stakeholder Communication

Serve as a primary administrative contact for homeowners, tenants, property managers, adjusters, consultants, subcontractors, and vendors.
Maintain proactive communication throughout each stage of the restoration process.
Respond promptly to phone calls, emails, and customer inquiries.
Escalate concerns before they become project delays.
Ensure customers receive a consistent and professional experience throughout the project lifecycle.

Documentation & File Management

Maintain complete and accurate project documentation in RMS, Encircle, and all approved company systems.
Ensure all project files contain:
- Work Authorizations
- Photos
- Docusketch files
- Daily notes
- Site reports
- Purchase Orders
- Change Orders
- Customer communications
- Completion Certificates
- Warranty documentation
Ensure documentation is updated in real time and complies with Paul Davis Ottawa SOPs.

Purchase Orders & Financial Controls

Create, issue, track, and close Purchase Orders in accordance with company purchasing policies.
Verify subcontractor pricing aligns with approved budgets.
Coordinate vendor documentation required for payment.
Monitor committed costs against approved project budgets.
Assist the Project Manager in protecting project profitability through strong cost control and documentation.

Invoicing & Financial Administration

Assist Project Managers with preparing projects for invoicing.
Verify that all required documentation is complete before invoices are submitted.
Confirm labour, subcontractor costs, materials, change orders, and supporting documentation are accurately reflected.
Coordinate with Accounting to resolve invoicing discrepancies.
Assist with progress billing and final invoicing.
Ensure completed projects move to invoicing without unnecessary delays.
Help reduce Work-in-Progress (WIP) by proactively identifying files ready for billing.

Service Level Agreement (SLA) Compliance

Monitor all active files to ensure Service Level Agreements (SLAs) are achieved.
Track required customer touchpoints and documentation timelines.
Monitor estimate submission deadlines.
Track approval timelines.
Monitor scheduling commitments.
Escalate files at risk of missing SLA targets.
Support continuous improvement initiatives by identifying trends affecting cycle times and customer service.

Production Coordination

Participate in weekly Production Meetings.
Prepare project updates and status reports for discussion.
Track action items assigned during production meetings.
Follow up to ensure commitments are completed.
Identify bottlenecks preventing project progression.
Assist in workload balancing between Project Managers.
Monitor project schedules against production capacity.

Estimating Support

Coordinate documentation required for estimate preparation.
Ensure field information is complete before estimates are written.
Support estimate revisions and supplements.
Assist in gathering additional documentation requested by insurers.
Coordinate estimate approvals with Project Managers.

Quality Assurance

Monitor deficiencies until complete.
Coordinate warranty items.
Schedule final inspections.
Confirm customer satisfaction prior to closeout.
Ensure projects meet Paul Davis quality standards.

Cross-Department Coordination

Work collaboratively with:

Project Managers
Mitigation
Reconstruction
Estimating
Contents
Compliance
Accounting
Business Development
Operations
Vendors
Subcontractors
Insurance Adjusters

to ensure seamless project delivery from first notice of loss through final completion.

Reporting & Operational Support

Prepare reports for Operations and Production meetings.
Monitor project KPIs.
Assist in forecasting upcoming workload.
Identify aging files requiring attention.
Track project milestones.
Maintain project dashboards.
Support CAT reporting during surge events.

Continuous Improvement

Identify workflow improvements.
Recommend process efficiencies.
Support implementation of new SOPs.
Assist with software adoption and process standardization.
Promote a culture of accountability, urgency, and continuous improvement.

Key Performance Indicators (KPIs)

Success in this role will be measured by:

SLA compliance
Project schedule accuracy
Documentation completeness
Purchase Order accuracy
Invoice turnaround time
Project cycle time
Customer satisfaction
File audit scores
Production meeting preparedness
Reduction in WIP aging
On-time project closeouts
Communication responsiveness
Internal stakeholder satisfaction

Apply About employer

More about this job

Responsibilities

The Project Coordinator supports Project Managers by overseeing the restoration process from initial intake to project closeout, including scheduling, documentation, and financial administration. They act as the primary administrative contact for all stakeholders to ensure projects remain on schedule and meet quality standards.

Requirements

The role requires strong organizational and communication skills to manage project files, purchase orders, and invoicing in accordance with company SOPs. Candidates must be proficient in project scheduling software and capable of maintaining accurate documentation across multiple active restoration files.

Skills

Project coordination
Scheduling
Documentation management
Purchase order management
Invoicing
Customer communication
Stakeholder management
Financial control
SLA compliance
Quality assurance
Reporting
Process improvement
Data entry
Budget monitoring
Conflict resolution

Benefits

Dental insurance
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Bonus based on performance

Visa sponsorship

Not detected in the job text

Keywords

Project Libre
RMS
Encircle
Docusketch
Restoration
Mitigation
Reconstruction
Estimating
SOPs
KPIs
WIP
Purchase Orders
Change Orders
SLA
Site inspections
Permit inspections
Progress billing
Vendor management
Subcontractors
Insurance adjusters
Project dashboards
CAT reporting
Quality assurance
Workflow optimization
Accountability

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