Our company is a trusted name in ICI general contracting, specializing in projects for institutional, commercial, and industrial clients across Ontario. We have built a strong reputation for delivering high-quality projects, primarily sourcing our business through bids and tenders. With a commitment to precision, efficiency, and client satisfaction, we are seeking a dedicated and detail-oriented Project Coordinator to support our project management team in delivering successful projects.
About This Role
The Project Coordinator will play a key role in supporting the project management team by handling documentation, invoicing, procurement, project close-outs, and warranty coordination. This position requires a proactive and organized individual who excels in managing project-related administrative functions and ensuring smooth project execution. The ideal candidate will have strong communication skills, the ability to work under deadlines, and a keen attention to detail. This role reports to the Senior Project Manager within the Financial Institutions & Commercial Construction division.
Responsibilities
- Project Administration: Assist in maintaining accurate project documentation, including contracts, change orders, submittals, and project files.
- Procurement & Purchase Orders: Prepare and track purchase orders (POs), ensure timely procurement of materials, and coordinate deliveries with vendors and subcontractors.
- Invoicing & Billing: Assist in compiling and submitting progress billings, reviewing invoices for accuracy, and tracking payments.
- Project Close-Outs: Organize and complete close-out documentation, including as-built drawings, operation manuals, warranties, and deficiency tracking.
- Warranty & Service Coordination: Track warranty periods, facilitate service requests, and coordinate necessary follow-ups with vendors and subcontractors.
- Communication & Coordination: Act as a liaison between project managers, clients, subcontractors, and suppliers to ensure project requirements are met efficiently.
- Meeting Support: Schedule and coordinate project meetings, prepare agendas, and document meeting minutes for project follow-ups.
- Data Management & Reporting: Maintain project databases, update tracking systems, and generate reports as required.
- Compliance & Documentation: Ensure project documentation is in line with company procedures and industry standards.
Requirements
- Experience: 3-4 years of experience in a project coordination, administrative, or related role within the ICI construction industry.
- Industry Knowledge: Understanding of construction project lifecycles, invoicing, procurement, and contract administration.
- Technical Skills: Proficiency in Sage100 and Microsoft Office (Excel, Word, Outlook) is a MUST and required.
- Organizational Skills: Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
- Communication Skills: Strong verbal and written communication skills to interact effectively with clients, subcontractors, and project teams.
- Attention to Detail: Ability to maintain accuracy and thoroughness in project documentation and financial tracking.
- Problem-Solving Ability: Proactive in identifying issues and ensuring timely resolution.
Why Apply?
- Be part of a well-established and growing company in the ICI construction sector.
- Engage in diverse and high-impact institutional and commercial projects.
- Full-time, in-person role with opportunities for professional growth.
- Competitive salary, comprehensive benefits, and performance-based bonus opportunities.
- Collaborative and supportive work environment.
Seaforth Building Group is committed to providing accommodation for persons with disabilities throughout the recruitment process. If contacted regarding this opportunity, please advise if you require accommodation.
Job Types: Full-time, Permanent
Pay: $58,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Application question(s):
- Do you have at least 3+ years of relevant experience dealing with invoicing, procurement, project close-outs, and warranty coordination? If no, only qualified candidates will be contacted/considered.
- How many years of construction and accounting (accounts payables/receivables) experience do you have?
- Do you have experience with accounting softwares such as Sage50, Sage100 or similar?
Work Location: In person
