Company Overview

Heartwood Renovations Ltd is an award-winning, full-service general contracting company dedicated to delivering high-quality home renovation projects. Specializing in full home renovations, structural upgrades, and additions, we pride ourselves on craftsmanship and exceptional customer service. Join our team and contribute to transforming homes with precision and passion.

Role Overview

As a Project Coordinator at Heartwood Renovations, you will play a critical role in bridging our pre-construction and production phases, ensuring projects run smoothly, on budget, and on time. This role is integral to delivering seamless renovations that meet the Heartwood standard of excellence.

Under the supervision of the General Manager, the duties and responsibilities of the Project Coordinator include, but are not limited to, the following:

Key Responsibilities

Subtrade Coordination and Meetings

- Hosts and coordinates trade days-on site meetings, ensuring all subtrades are briefed on project requirements, timelines, and deliverables;
- Acts as the main point of contact for subtrades, addressing questions, providing additional drawings as needed and proactively follows up with client after meetings to confirm commitments and gathers quotes; and
- Builds and maintains positive relationships with subcontractors and suppliers to ensure reliable partnerships.

Sample Collection and Safety Compliance

- Collects asbestos and other safety samples as required, ensuring that all regulatory safety protocols are met;
- Coordinates the documentation of safety-related tasks and maintains accessible records;
- Ensure all compliance documentation, including safety protocols and asbestos reports, are in place for project readiness.

Quote Management and Procurement

- Follows up on quote requests, comparing pricing to secure the most cost-effective options for project needs;
- Creates and approves purchase orders for trades, aligning all purchases with budget constraints and project requirements.





Project Preparation and Documentation

- Acts as a crucial bridge between the pre-construction and construction teams, facilitating a seamless transition by gathering and entering all necessary information to support the planning phase and to ensure project readiness;
- Organizes and prepares project documentation for production teams, including scopes of work, contracts, permits, plans, and other project documents;
- Utilizes a project checklist to verify that all required documentation, approvals, and pre-construction tasks are complete before scheduling; and
- Ensures all project documentation is accurately completed, error-free and finalized meticulously to ensure a successful handoff to the production team.

Schedule Assistance and Tracking

- Assists in updating project schedules, maintaining realistic timelines for both pre-construction and production phases; and
- Monitors project milestones and communicates schedule changes as needed to the production team and other stakeholders.

Budget and Change Order Tracking

- Supports project managers in tracking project budgets, flagging any deviations and identifies cost-saving opportunities; and
- Enters and tracks change orders, updating project timelines and costs to reflect any modifications.

Quality Control

- Collaborates with the production team to address and resolve quality issues as they arise.

Client Communication Support

- Assist project managers with client communication, to confirm schedules, addressing client inquiries promptly., and providing regular updates on project progress.

Process Improvement





- Gathers feedback from subtrades and project teams post-completion to identify areas for process improvement; and
- Recommends improved procedures to streamline future project management and coordination.

Team Support and Mentorship

- Acts as a point of contact for team members, ensuring open communication and effective task delegation; and
- Provides support for pre-construction planning by gathering and compiling all necessary project documents, including permits, plans, and specifications, ensuring they are complete and up-to-date ready for project scheduler.

Kickoff Meeting Preparation

- Prepares all documents and materials for the formal team kickoff meeting, including copies of schedules, budget summaries, subtrade details, and quality standards; and
- Coordinates with the project manager and relevant team members to confirm the meeting agenda, objectives, and roles, ensuring a structured and productive kickoff.

Qualifications:

- Education: Diploma or degree in construction management, architecture, or a related field is preferred;
- Experience: Minimum Three (3) years in a project coordinator or similar role in the construction or renovation industry; and
- Skills: Strong organizational, communication, and interpersonal skills; proficiency with project management software (e.g., BuilderTrend), Trello and Microsoft Excel.

Preferred Skills

- Experience with safety regulations and asbestos sampling protocols is considered an asset.
- Ability to build and maintain vendor relationships.
- Excellent problem-solving and multitasking abilities, with a keen attention to detail.

Pay: $60,000.00-$75,000.00 per year

Benefits

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Ability to commute/relocate:
- Ancaster, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:
- Residential construction: 3 years (preferred)

Work Location: In person

📌 Project Coordinator (Ancaster)
🏢 Heartwood Renovations
📍 Ancaster