The Project Coordinator is instrumental in ensuring the smooth execution of disaster restoration projects. This role focuses on coordinating project activities, managing documentation, and facilitating effective communication among team members. The Project Coordinator must demonstrate meticulous organizational skills and the ability to manage multiple tasks efficiently to ensure projects meet quality standards and timelines.

This is an ideal role for someone who is proactive, detail-oriented, methodical, and highly organized.

Key Responsibilities

1. Project Initialization & Management (15%)

- Support in managing the projects dashboard, including opening, closing, and changing project statuses in Monday.com, hard copy files, and cloud storage solutions (Google Drive)
- Manage and update project information to maintain accurate records across all systems

2. Schedule Management & Coordination (15%)

- Coordinate schedules in collaboration with the production manager, project managers, subcontractors, and other stakeholders
- Communicate schedules to all relevant parties and create work orders for technicians, supervisors, and subcontractors
- Organize training sessions as needed for team and subcontractors
- Develop and manage on-call schedules to ensure optimal allocation of resources and timely project execution

3. Field Data Entry & Internal Support (25%)

- Transfer and input project information from field forms into, Monday.com, and internal systems
- Review submissions from the field for completeness and accuracy before processing
- Organize and categorize field data for Operations and Project teams
- Monitor and ensure accuracy and timeliness of project data from the field, including work reports, photos, daily reports, timesheets, and relevant documentation
- Create and manage breakdown invoices and coordinate with supervisors for verification
- Update project records and maintain data consistency across all platforms

4.



Compliance & Documentation Management (15%)

- Ensure compliance with project management program guidelines and maintain all required documentation
- Provide feedback and assist in generating evaluation forms for the field team
- Aid in maintaining subcontractor compliance, ensuring all necessary insurances and certifications are current
- Handle new vendor applications and documentation submissions

5. Reporting & Metrics (10%)

- Assist in implementing systems to track key KPI metrics for projects
- Provide necessary project completion reports and Matterport links to office, field teams, and clients as required

6. Financial Support (10%)

- Support the Production Manager and Project Manager with creation of invoices and follow-ups to confirm payments
- Support in managing and overseeing profit and loss for each job to maintain profitability
- Assist in sending customer statements and payment follow-up

7. Marketing & CRM Support (5%)

- Liaise between Operations and Marketing to provide support for marketing initiatives including lunch and learns, holiday campaigns, and client touch points
- Maintain and update the CRM to ensure data is accurate and current

8. Supply, Equipment & Fleet Management (3%)

- Support inventory management and ordering of supplies necessary for field operations
- Assist the Fleet Manager with managing the company's vehicle fleet, including maintenance and documentation

9. General Support (2%)

- Provide administrative support to the production manager and project managers
- Perform various other tasks as needed to support the operations team





Systems & Tools

- Monday.com
- Google Workspace & Microsoft Office Suite
- Google Drive (cloud storage)
- Matterport
- AI tools
- CRM system
- Other platforms (Scribe, Canva, Slack, etc.)

Qualifications

- Highly organized and detail-oriented with strong attention to accuracy across all tasks
- Proactive and dependable with the ability to work independently and in a team environment
- Strong project coordination skills and experience managing multiple projects simultaneously
- Excellent communication and coordination abilities with ability to work across departments
- Comfortable with fast-paced environments and able to adapt to changing priorities
- Solid technical skills with proficiency in Microsoft Office, Google Workspace, and data entry systems
- Ability to follow structured templates and processes
- Comfortable handling repetitive tasks with consistency and accuracy
- 1-3 years of experience in project coordination, operations support, or related field

What Makes You a Fit

- You thrive in coordinating multiple moving parts and ensuring everything runs smoothly
- You take pride in keeping projects organized and data accurate and up-to-date
- You enjoy data entry and administrative work and take pride in maintaining accurate records
- You're eager to learn about disaster restoration operations and the project management process
- You want to be part of a team where values matter and everyone contributes to success
- You're energized by structure, processes, and creating clean, organized documentation
- A supportive team that values trust, ownership, and doing things right
- Growth opportunities as the company expands (20% year-over-year goals)
- A role where your work directly improves project efficiency and team performance
- A chance to learn disaster restoration operations, project management, and client relationship skills

📌 Project Coordinator (Toronto)
🏢 Peak Associates
📍 Toronto