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Added 19 mins ago
Administrative Co-Ordinator- Department of Diagnostic and Interventional Radiology
The Hospital for Sick Children
Toronto, ON
Full-time
We are looking for an Administrative Coordinator to join our team! As an integral member of the Department of Diagnostic and Interventional Radiology, the Administrative Coordinator will…
Added 19 mins ago
Clinical Research Coordinator – Endometriosis Research Program
RI-MUHC | Research Institute of the MUHC | #rimuhc
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Contract
…coordination with academic support (grant and manuscript preparation, communications, promotion dossiers) and genuine scientific participation in the design and interpretation of studies.…
Added 35 mins ago
Sales and Marketing Coordinator
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Toronto, ON
$50,000 to $60,000 CAD / year
As our Sales and Marketing Coordinator, you will help keep ICON’s prospective client communications and sales activities organized, responsive and moving forward. Working closely with the…
Added 35 mins ago
Technical Services Technologist Trainee Level (2 positions available - Anticipatory Staffing)
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Full-time
…team effort across Canada to keep navigation, surveillance, communications, and air traffic management systems up and running under all…
Added 1 hour ago
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Added 1 hour ago
Resident Services Coordinator
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The Resident Services Coordinator is the primary tenant-facing representative of the building, responsible for delivering an exceptional resident experience from move-in to move-out.…
Added 1 hour ago
Project Coordinator
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Full-time
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Added 1 hour ago
Operations Coordinator
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Full-time
We're looking for a motivated, driven and highly organized Operations Coordinator to join our high-performance team. This role sits at the center of the firm: supporting active search…
Added 1 hour ago
Clinical Operations Coordinator(LPN)
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Full-time
Are you an LPN who actually enjoys solving complex logistical puzzles? We are looking for a Clinical Operations Coordinator to be our clinical leader on the ground in Edmonton. However,…
Added 2 hours ago
Client Services Coordinator
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Toronto, ON
Full-time
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Added 3 hours ago
Project Coordinator
University of Victoria
Victoria, BC
Full-time
Reporting to the Academic Director, HCMC, the Project Coordinator will coordinate the various projects, partnerships, research endeavors and daily operations in HCMC. The Project…
Added 3 hours ago
Retail Media Network Marketing Coordinator - New Grad
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As a Retail Media Network Marketing Coordinator, you will be responsible for individual and collaborative work to effectively execute a broad set of marketing activities. The role is…
Added 5 hours ago
Core Operations, Associate 2
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…fund administration and shareholder recordkeeping, to complete operations solutions and servicing for alternative assets like OTC derivatives, private equity and real estate, SSGS’ tools…
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Resort Activities Coordinator
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Added 7 hours ago
Executive Administrative Assistant, SOO & Corridor Lead Office
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…Executive Administrative Assistant, you will be more than a coordinator of schedules and meetings; you will be a trusted partner to senior leadership, helping drive priorities forward and…
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Added 12 hours ago
Clinical Research Coordinator – Endometriosis Research Program
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
Contract
…coordination with academic support (grant and manuscript preparation, communications, promotion dossiers) and genuine scientific participation in the design and interpretation of studies.…
Added 14 hours ago
Partner Business Coordinator - Lenovo
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This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Partner Business Coordinator - Lenovo based in Canada.
Added 14 hours ago
Partner Business Coordinator - Lenovo
Jobgether
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This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Partner Business Coordinator - Lenovo based in Canada.
Added 14 hours ago
Manager, Varsity Operations
University of British Columbia
Vancouver, BC · UBCV | War Memorial Gymnasium (MGYM)
$8,087.08 to $12,117.08 CAD / month
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The Manager, Varsity Operations manages the end-to-end operational execution of the Game Operations program and is also responsible for the strategic management and advancement of the unit.…
Added 15 hours ago
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Added 15 hours ago
Manager, Varsity Operations
The University of British Columbia
Vancouver, BC
$8,087.08 to $12,117.08 CAD / month
Full-time
The Manager, Varsity Operations manages the end-to-end operational execution of the Game Operations program and is also responsible for the strategic management and advancement of the unit.…
Added 16 hours ago
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We’re looking for a creative, outgoing, and food-loving individual to join our on-campus dining team at RRU as a Student Engagement & Social Media Coordinator.

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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