Senior Project Coordinator

POSITION SUMMARY

The Senior Project Coordinator (SPC) is an mid-level support role reporting to the Project Manager (PM) on projects without an Assistant Project Manager (APM), providing administrative support to ensure efficient operations. The SPC maintains filing systems, processes invoices, coordinates meetings, and compiles health and safety records, purchaser upgrades, and warranty documents under PM direction. They assist with permit applications, stakeholder coordination, and handover logistics, contributing to seamless project execution and sustainability goals across pre-construction to post-occupancy phases.

This role is for an existing vacancy.

• Support the PM by adapting to the dynamic needs of a small developer, prioritizing administrative tasks and maintaining flexibility to ensure project efficiency and alignment with Windmill’s objectives.

• Implement and maintain a comprehensive project filing system (e.g., Jonas, SharePoint) for all project documents, ensuring strict version control, organization, and accessibility for the project team.

• Perform administrative tasks, including document filing, purchase order (PO) generation, invoice tracking, and meeting coordination, with accuracy and in compliance with Windmill’s standard procedures to support seamless project operations.

• Assist the PM in compiling and maintaining health and safety documentation (e.g., safety training certificates, incident reports, site inspection logs) provided by the GC/CM, ensuring compliance with Ontario’s Occupational Health and Safety Act.

• Support the PM in monitoring the GC/CM’s implementation of site-specific health and safety plans, ensuring compliance with Ontario’s Occupational Health and Safety Act by reviewing documentation and coordinating safety audits as directed.

• Maintain a detailed log of communications with adjacent neighbors, municipal staff, consultants, and other stakeholders, documenting inquiries, responses, and escalations to the PM for transparency and audit purposes.

• Support the PM in onboarding new consultants, vendors, or trade partners by preparing orientation packages, collecting signed contract documents, and verifying compliance with Windmill’s policies and procedures.

• Coordinate and schedule project‑related meetings (e.g., OAC, pre‑construction) as directed by the PM, preparing and distributing agendas and ensuring follow‑up on action items.

• Utilize project management and collaboration tools (e.g., Procore, BIM, or equivalent) provided by the GC/CM to track progress, coordinate tasks, and maintain a centralized document repository, ensuring accessibility for the project team.

• Track consultant progress on drawings, specifications, and reports required for permits, tenders, and early planning, ensuring internal deadlines are met and promptly escalating delays to the PM.

• Assist the PM in organizing documentation for permit applications and regulatory submissions (e.g., site plan agreements, zoning approvals), ensuring all materials are complete and ready for municipal submission.

• Aid the PM in coordinating with the GC/CM (if onboarded), trade partners, or cost consultants during design by compiling data for estimates, value engineering analyses, and constructability reviews, as directed.

• Support the PM in preparing RFPs for design consultants, organizing proposal submissions, and documenting the selection process to ensure a clear audit trail.

• Assist the PM in soliciting and organizing proposals for third‑party consultants and vendors (e.g., B19, traffic consultants, surveyors, day lighting contractors), ensuring compliance with Windmill’s procurement policies.

• Attend GC/CM and trade pre‑construction coordination meetings,…