Operations Project Coordinator

Wonderland Business Centre, London, ON, CA

9 days ago Requisition

Salary Range: $62,000.00 To $70,000.00 Annually

Title: Operations Project Coordinator

Reports to: Operations Manager

Department: Operations

At Old Oak:

• We demonstrate integrity in everything we do
• We keep our people, our customers, and our community as our priority
• We are a company where people want to be

What We Offer:

• Certified Great Place to Work®
• Competitive wage structure
• Health and wellness benefits
• A company that gives back to the local community
• Opportunities for subsidized professional development
• Room for future growth and advancement
• A friendly, fun, and safe team-oriented work environment

Role Summary and

Purpose:

The Project Coordinator is responsible for coordinating unit turnover renovations, capital and scheduled projects, and ad hoc or emergency maintenance work across the residential portfolio. The role supports projects from award and setup through execution and follow-up, including Yardi job and contract administration, budget and schedule tracking, contractor coordination, site inspections, supply deliveries, documentation, and property communications. The Project Coordinator works closely with the Operations Manager, Facilities Specialist, Maintenance Supervisor, property management staff, maintenance technicians, contractors, suppliers, Finance / Accounting, and Yardi / Accounting Support to help ensure work is completed on time, within budget, to an acceptable standard, and in accordance with company policies and safety requirements.

Responsibilities:

General Project Coordination:

• Coordinate and facilitate turnover renovations and other scheduled projects across the residential portfolio.
• Under the guidance of the Operations Manager, coordinate ad hoc and emergency maintenance work that falls under the capital expenditure threshold.
• Coordinate contractors, suppliers, site teams, and property management staff to align project activities, access requirements, and timelines while minimizing disruption to residents and building operations.
• Travel between project sites as required for project coordination, inspections, follow-up, and communication duties.

Contract Administration and Yardi Setup:

• Receive project and contract setup direction after award and confirm that the vendor, approved scope, contract value, project name, Yardi job number, cost code, allocation direction, and approval documentation are complete before proceeding.
• Create or coordinate creation of Yardi jobs, enter approved budgets, and support Yardi contract setup using approved project, budget, cost code, allocation, and Schedule of Values information.
• Request, track, and review required startup documents, including insurance, WSIB, Ministry of Labour Form 1000, Health & Safety Statement, MSDS sheets where required, Workplace Violence and Harassment Policy, certificates of training or competence, and Schedule of Values.
• Follow up on missing, expired, incomplete, or incorrect startup documentation and escalated issues that may affect contract execution or project progress.
• Review Schedule of Values information for alignment with the awarded contract value, approved scope, job, site, cost code, and allocation requirements. Escalate mismatches before proceeding.
• Confirm subcontract, subcontract change order, and purchase order numbering and coding are consistent between Yardi, contract documents, and project records.
• Coordinate contract execution from preparation through signature, confirm required documentation and attachments are complete, track outstanding signatures, and save fully executed contracts in the correct project file.
• Coordinate with Maintenance Supervisors, Finance / Accounting, and Yardi / Accounting Support when setup, coding, allocation, purchase order, subcontract change order, or invoice processing questions arise.

Operational Planning, Scheduling and Quality Assurance:

• Develop actionable project plans that identify tasks, resource requirements, responsibilities, and timelines.
• Manage and track approved construction schedules so contractor activity, supply deliveries, access requirements, shutdowns, and key milestones remain current and visible.
• Complete…