Primary Responsibility The Project Coordinator provides administrative, coordination, and operational support to the CEO and Operations Manager. This role is responsible for maintaining accurate project records, supporting project execution workflows, and ensuring effective communication between office, field teams, and key stakeholders.

The position plays a critical role in keeping project information organized, current, and aligned across estimating, operations, and accounting functions.

Key Responsibilities

Project Coordination & Administration

· Maintain and update project tracking systems, including colour-coded logs and specification changes

· Enter and manage project-related data, including time and materials (T&M;), selections, and scope updates

· Coordinate and document project scope changes in collaboration with the Accountant, Estimator, Site Supervisors, and Operations Manager

· Ensure all project records are accurate, current, and properly filed (digital and physical systems)

· Support billing readiness by ensuring project data is complete and aligned with approved scope

Office & Administrative Support

· Manage incoming communications (email, phone, and in-person inquiries), ensuring timely response or escalation

· Coordinate flow of information between office staff, field teams, and external stakeholders

· Prepare and edit reports, proposals, presentations, and other business documents as required

· Maintain office supplies inventory and coordinate ordering and distribution

· Support general office administration including scanning, filing, copying, and document control

· Maintain organization and upkeep of shared office spaces (showroom, boardroom, staff areas)

Systems, Compliance & Records Management





· Maintain WHMIS and safety certification records for all employees, ensuring renewals and training requirements are tracked

· Process and maintain workplace incident reports and WCB documentation in coordination with WorkSafeBC requirements

· Support compliance tracking related to safety training and project documentation standards

Reporting Structure

· This position reports directly to the Accountant.

· The Project Coordinator will also work closely with the Operations Manager and designated site leadership (e.g., Crew Leads) to support project execution and ensure alignment across office and field operations.

Qualifications

· High school diploma required; post-secondary education in Office Administration, Construction Management, or a related field is preferred

· Experience in project coordination, construction administration, or similar environment is an asset

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

· Strong organizational skills with high attention to detail and accuracy

· Ability to manage multiple priorities in a fast-paced project-driven environment

· Strong written and verbal communication skills

· Ability to work independently and collaboratively across teams

· Comfortable working with project management or accounting systems (QuickBooks or similar is an asset)

· Solid problem-solving skills and a proactive approach

Core Competencies

· Strong organizational and coordination skills

· Initiative and accountability

· Attention to detail and data accuracy

· Time management and prioritization

· Clear communication across multiple stakeholders

· Adaptability in a dynamic construction environment

· Professionalism and reliability

· Team-oriented mindset

📌 Jr. Project Coordinator (Vancouver)
🏢 Colin Griffinson
📍 Vancouver