Project Coordinator

Hours:

40 hours per week

Reports to:

Project Manager

Job Summary
The Project Coordinator supports the Project Manager and Shop Manager in keeping projects organized, on track, and aligned with ITF’s systems and processes.

This role is the central point of coordination for documentation, communication, and day-to-day project administration. The PC ensures the team has the right information at the right time, follows established processes, and stays accountable to schedules and deliverables.

The position requires strong organization, attention to detail, and a proactive approach to problem-solving and team coordination.

Duties and Responsibilities
The following Duties and Responsibilities are additional to those detailed in the Employee Handbook and specific to this role.

1. Project Administration & Documentation Control

Support the Project Manager with all assigned project deliverables

Manage and maintain all project documentation within ITF systems

Ensure current drawings, specifications, and project information are properly distributed

Draft subcontracts, purchase orders and change orders for PM review and approval

Track compliance documentation from sub-trades and suppliers

Maintain organized digital and physical project files

Participate in the tender process, including drafting scopes of work (SOW)

Upload and manage tender documentation within tendering platforms

Source and price materials with ITF supply partners

Prepare quantity take-offs and assist with cost estimates

Manage material returns, credits, and purchasing documentation

Prepare monthly invoices and track financial progress

3. Coordination & Communication

Draft RFIs for PM review, distribute, and track responses

Coordinate production of shop drawings in accordance with project schedule

Attend meetings, prepare and distribute meeting minutes

Establish team to-dos and follow up to ensure completion

Coordinate deliveries and logistics with field team

Coordinate required submissions

4. Field & Operational Support

Support Shop Manager with templates, checklists, and documentation tools

Assist with production scheduling and labour requirement tracking

Ensure Work Safe compliance documentation is maintained

Track compliance reporting for PM review

Record hours accurately for billing purposes

5. Systems, Technology & Continuous Improvement

Develop and improve company templates and processes

Assist team members in learning and utilizing digital tools

Learn and support BIM workflows (Cad Work, Bluebeam)

Maintain lessons learned logs and contribute to process improvement

Participate in Operations and Business Improvement meetings

Support general office systems, technology setup, and administration

Qualifications & Experience

1–2 years experience in a Project Coordinator role (preferred)

Site experience in residential and/or commercial construction

Familiarity with construction management processes

Strong organizational and time management skills

Ability to manage multiple projects concurrently

Proficient in Google Workspace

Experience with BIM and construction software platforms

Positive attitude, proactive mindset, and willingness to learn

CADwork experience is an asset

High attention to detail

Strong written and verbal communication

Process discipline and documentation rigor

Accountability and follow-through

Collaborative team mindset

Compensation
$25.00-$30.00/per hour

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