Project Coordinator

Urbis Infill Homes is looking for a Project Coordinator to join their dynamic, family-oriented Team. The Project Coordinator is responsible for coordinating and supporting residential construction projects from pre-construction through possession, working collaboratively with the Construction, Design, Finance, and Warranty teams to ensure projects are accurately budgeted, effectively procured, properly documented, and executed in alignment with client expectations and company standards.

The Project Coordinator serves as a central hub for project information, vendor and trade coordination, budgeting, permitting administration, and project documentation. While there will be Client Communication responsibilities, as the role develops, opportunities may exist to assume additional client-facing responsibilities and evolve into a Project Coordinator & Client Liaison position.

Key Responsibilities

• Project Coordination: Support projects from pre-construction through completion, coordinating activities, schedules, deliverables, meetings, and communication across internal teams, consultants, subcontractors, suppliers, and clients.
• Estimating & Procurement: Coordinate tendering, subcontractor and supplier pricing, purchase orders, subcontract agreements, and supporting project estimates and budgets.
• Budget Management: Assist with project budgeting, forecasting; fully accountable for cost tracking, invoice review, variance reporting, and identification of financial risks.
• Pre-Construction & Permitting: Coordinate municipal permits, utility applications, demolition, hazardous-material requirements, and other pre-construction activities.
• Design & Specifications: Coordinate architectural and interior design information, maintain project specifications, review construction documentation for completeness, and track outstanding design decisions and approvals.
• Change Management: Prepare and track change orders, pricing, approvals, and associated project documentation.
• Client Coordination: Support a professional client experience through timely communication, meetings, walkthroughs, milestone updates, decision tracking, budget updates, and project handover activities. Laise with any owner supplied consultants, such as interior designers, and manage design deadlines with these consultants.
• Project Systems & Reporting: Maintain accurate project records, budgets, documentation, metrics, and reporting within Buildertrend and other company systems.
• Client Laison: Support ongoing client communication and coordination throughout the project lifecycle, including budget and schedule updates, change order approvals, milestone site visits, key decisions and upcoming activities, while facilitating communication between clients and the broader project team.

THE RIGHT PERSON WILL HAVE:

• Excellent organizational, communication and time management skills, with the ability to coordinate multiple projects, deadlines and stakeholders.
• Strong attention to detail and accuracy in budgeting, procurement, project documentation, specifications and client approvals.
• Working knowledge of residential construction processes from pre-construction through possession.
• Comfort reviewing architectural drawings, specifications and project documentation to identify missing information or discrepancies.
• Strong budgeting and numerical skills, including the ability to track commitments, expenditures, variances and change orders.
• Skilled in technology and project management systems, including Buildertrend, or willingness to learn.
• A collaborative, highly motivated team player who can work effectively with Construction, Design, Finance, Warranty, consultants, trades and suppliers.
• Professional and responsive communication skills with the ability to support a positive client experience.
• Proactive problem-solving skills and the ability to identify project, budget, documentation and scheduling risks and communicate concerns.