Junior Construction Project Manager / Coordinator
Ever After Homes
Location: Across GTA and GTHA
Position Type: Full-Time
Pay Range: $55,000 - $72,000 CAD
About Ever After Custom Homes
Ever After Homes is a custom home builder serving Burlington, Hamilton, Oakville, Mississauga, Waterdown, and all surrounding areas. We specialize in custom homes, large renovations, additions, and development projects. We are growing and looking for a highly organized, local administrative coordinator to support our team, improve communication, and help keep projects, clients, and internal systems running smoothly.
Role Summary
Ever After Homes is looking for a Junior Project Manager / Project Coordinator to support the planning, coordination, administration, and communication of our custom home and renovation projects.
This role is ideal for someone who is highly organized, detail-oriented, comfortable communicating with trades and clients, and interested in growing into a full Project Manager role. The right person will help keep our projects moving by ensuring schedules, updates, paperwork, change orders, purchase orders, selections, permits, and project management software are accurate and up to date.
This is not a desk-only role. The Junior PM / Project Coordinator will work closely with the Owner, Site Supervisor, Designer / Finishing Coordinator, trades, suppliers, and clients to make sure the details are documented, followed up on, and completed.
Key Responsibilities
Project Coordination
- Support the Project Manager / Owner with day-to-day project coordination.
- Maintain project schedules and ensure upcoming tasks, deadlines, trade dates, inspections, and client decisions are tracked.
- Follow up with trades, suppliers, consultants, and clients to keep projects moving.
- Help prepare and maintain project checklists, schedules, meeting notes, and action item lists.
- Coordinate small task lists and ensure open items are assigned, tracked, and closed.
- Assist with permit, inspection, consultant, and utility coordination as needed.
JobTread / Project Management Software
- Keep JobTread updated with current project information.
- Upload photos, documents, trade quotes, schedules, client updates, invoices, change orders, and purchase orders.
- Track project tasks and ensure responsible team members are assigned.
- Confirm that site logs, receipts, change items, and client communications are properly documented.
- Help build consistency in how Ever After uses JobTread across all active projects.
Trade and Supplier Coordination
- Request quotes from trades and suppliers.
- Follow up on missing pricing, timelines, invoices, and documentation.
- Help compare quotes and organize pricing information for review.
- Coordinate trade start dates, site access, material needs, and schedule changes.
- Communicate clearly and professionally with trades to confirm expectations.
Client Communication Support
- Help prepare weekly client updates.
- Track client questions, decisions, selections, and approvals.
- Ensure client-facing information is organized, professional, and accurate.
- Support the team in keeping clients informed without overwhelming the Site Supervisor or Designer.
- Escalate client concerns, delays, or decision gaps to the Project Manager / Owner.
Change Orders, Selections, and Documentation
- Help draft, track, and follow up on change orders.
- Ensure approved changes are documented before work proceeds.
- Track selections, allowances, client upgrades, supplier pricing, and decision deadlines.
- Work with the Designer / Finishing Coordinator to ensure finish selections are organized and communicated to the site team.
- Help prevent missing decisions from delaying work.
Site and Admin Support
- Attend site meetings when required.
- Take meeting notes and turn them into clear action items.
- Support the Site Supervisor by helping with paperwork, scheduling follow-ups, and documentation.
- Help ensure daily logs, site photos, material receipts, and progress updates are completed.
- Assist with close-out lists, warranty items, deficiencies, and project completion documentation.
What This Role Is Accountable For
The Junior PM / Project Coordinator is accountable for making sure that information does not fall through the cracks. This role is not expected to independently run major projects at the start, but they are expected to own follow-up, documentation, communication, and task tracking.
Success in this role means:
- JobTread is accurate and up to date.
- Trades know what is expected and when.
- Clients receive consistent updates.
- Open items are tracked and followed up on.
- The Site Supervisor spends less time chasing paperwork.
- The Designer / Finishing Coordinator spends less time managing general project admin.
- Brian is not the only person holding the project details in his head.
Key Performance Indicators
1. JobTread Accuracy and Completeness
Target:
- 95%+ of active projects have current schedules, tasks, documents, client updates, photos, change orders, and open items updated weekly.
Measured by:
- Weekly JobTread review.
- Missing documents or tasks.
- Number of overdue or unassigned action items.
- Accuracy of project status updates.
2. Weekly Client Updates Sent on Time
Target:
- 100% of active clients receive a weekly update by the agreed deadline.
Measured by:
- Updates sent each week.
- Updates are clear, professional, and accurate.
- Client questions are tracked and followed up on.
- Reduced client follow-up asking, What is happening?
3. Trade and Supplier Follow-Up
Target:
- Quotes, pricing, schedules, and missing information are followed up within 2448 business hours.
Measured by:
- Quote requests tracked.
- Outstanding trade responses followed up.
- Supplier delays escalated.
- Fewer missed start dates due to missing information.
4. Change Order Tracking
Target:
- 100% of client-requested changes are documented, priced, approved, or escalated before work proceeds wherever possible.
Measured by:
- Change orders entered into JobTread.
- Client approvals documented.
- Pricing attached.
- Unbilled extras reduced.
5. Schedule Coordination
Target:
- Project schedule reviewed and updated weekly for every active project.
Measured by:
- Current schedules in JobTread.
- Upcoming trade dates confirmed.
- Inspections and consultant deadlines tracked.
- Delays flagged early.
6. Meeting Notes and Action Items
Target:
- Meeting notes and action items issued within 24 hours of internal, client, or site meetings.
Measured by:
- Timely meeting summaries.
- Clear owner assigned to each task.
- Due dates included.
- Follow-up completed.
7. Site Supervisor Admin Support
Target:
- Site logs, receipts, small task forms, and project documentation are reviewed weekly for completeness.
Measured by:
- Missing receipts reduced.
- Daily logs completed.
- Site photos uploaded.
- Small task submissions tracked and categorized.
8. Project Close-Out Support
Target:
- Deficiency lists, warranty items, close-out documents, and final project tasks are tracked until complete.
Measured by:
- Deficiency list status.
- Warranty items were assigned and followed up.
- Project completion documents organized.
- Final client close-out package completed.
Required Skills and Experience
- 1-3 years of experience in construction, renovation, project coordination, design coordination, real estate, trades, or a related field.
- Strong organizational and follow-up skills.
- Comfortable communicating with clients, trades, suppliers, and internal team members.
- Strong written communication skills.
- Comfortable using project management software, Google Workspace, spreadsheets, and digital tools.
- Ability to manage multiple projects and deadlines at once.
- Detail-oriented and proactive.
- Able to visit job sites when required.
- Valid driver's licence and access to a vehicle preferred.
Nice to Have
- Experience with JobTread, Buildertrend, CoConstruct, Monday, Asana, or similar software.
- Residential construction or custom home experience.
- Familiarity with permits, inspections, drawings, selections, and change orders.
- Interior design, estimating, or site coordination experience.
- Understanding of Ontario residential construction processes.
Personality Fit
The ideal person is:
- Organized and calm under pressure.
- Not afraid to follow up repeatedly.
- Professional with clients and trades.
- Comfortable asking questions.
- Detail-oriented but practical.
- Able to take ownership without needing constant direction.
- Interested in growing with the company.
- Respectful of trades, clients, and the internal team.
- Able to bring structure to a busy, fast-moving environment.
Compensation Range
- Salary range: $55,000-$72,000 CAD per year, depending on experience.
Suggested structure:
- Entry-level / strong admin with some construction exposure: $52,000-$58,000 CAD
- Solid coordinator with residential construction experience: $58,000-$65,000 CAD
- Strong junior PM who can manage trades, clients, schedules, change orders, and JobTread with limited supervision: $65,000-$72,000 CAD
- Mileage reimbursement for approved site visits should be paid at the CRA reasonable mileage rate or through a company-approved mileage policy.
Growth Path
- This role has the potential to grow into a full Project Manager position as the company expands.
- Potential career path:
- Junior PM / Project Coordinator
- Project Coordinator
- Project Manager
- Senior Project Manager / Operations Manager
Growth will depend on the person's ability to manage project details, communicate confidently, take ownership, reduce workload from senior team members, and help keep projects on schedule and organized.
