Project Coordinator - Temporary

At Pav Co, we create experiences that bring people together. We are hiring a temporary Project Coordinator to join our team until April 2, 2027 and help bring those moments to life with our Capital Projects team.

The Project Coordinator provides administrative, coordination, and operational support across construction build-out projects and events. This role ensures that project documentation, communications, and processes are organized, accurate, and maintained in alignment with organizational standards. Working closely with the Senior Project Manager and project team, the Coordinator focuses on supporting project delivery through efficient administration, stakeholder coordination, and document control.

• Provide day-to-day administrative support to the project team, including scheduling meetings, preparing agendas, and tracking action items.
• Organize stakeholder meetings, record minutes, and distribute updates and progress reports.
• Maintain accurate project files, ensuring document control standards and version tracking are consistently applied.
• Manage project correspondence, ensuring clear and timely communication between stakeholders.
• Prepare, format, and maintain project documentation such as schedules, reports, procurement files, and status updates.
• Track and log project activities, including updates in project management systems (e.g., Momentus).
• Maintain records of RFIs, change orders, and project logs for reporting and audit purposes.
• Ensure proper storage and organization of record drawings, specifications, manuals, and warranties.
• Support procurement processes by preparing documentation for RFP/RFQ submissions and vendor onboarding.
• Process purchase orders, invoices, and requisitions, ensuring accuracy and timely submission.
• Assist with budget tracking by maintaining financial records and supporting reporting requirements.
• Coordinate contractor onboarding documentation, access requests, and administrative compliance.
• Assist in preparing project plans, schedules, and supporting materials for business cases.
• Support project execution by coordinating logistics, tracking deliverables, and following up on outstanding items.
• Facilitate project closeout activities, including documentation completion, invoice reconciliation, and transition support.
• Support the transition of projects to operations by organizing training materials and documentation aligned to SOPs.
• Support the project team in maintaining adherence to safety, procurement, and organizational guidelines.
• Identify administrative risks or gaps (e.g., missing documentation, delays in approvals) and elevate as needed.
• Assist in ensuring project records meet audit and compliance requirements.

• College diploma (2+ years) in a related field such as business administration, project management, engineering, or design
• Additional certifications are an asset (e.g., CAPM, PMP, BOMA, IFMA)
• Proficiency in AutoCAD and MS Project is preferred
• Trade certification is considered an asset
• 1–3 years of experience in a project coordination or administrative support role
• Experience in construction, facilities, or multi-use environments is an asset
• Proficiency with Microsoft Office, especially Excel, and familiarity with project or scheduling software
• Highly organized, with the ability to present information in a clear and structured way
• Strong attention to detail and ability to follow instructions accurately
• Sound judgment and problem-solving skills, with the ability to gather information and make informed decisions
• A proactive mindset, with the ability to respond to challenges and seek out solutions when needed
• Clear and professional communication skills, both verbal and written, with the ability to produce concise and structured documentation
• A collaborative, service-oriented mindset with a proactive approach to supporting team members and stakeholders
• Ability to identify gaps or inconsistencies in processes or documentation and take initiative to resolve issues