Role Snapshot

We are seeking an experienced Project Coordinator to manage project administration, Procore, and document control for energy projects at CFB Petawawa and CFB Kingston.

Location: Ottawa Valley or Kingston area, with some site travel between both bases

Language: English (French is not required but is an asset)

Security: Must hold or be eligible for Government of Canada Reliability Status; Secret clearance is an asset.

Experience: 3+ years coordinating construction or energy projects

About The Role The Project Coordinator ensures that project documentation, records, and schedules are maintained accurately and efficiently, allowing the project team to focus on successful delivery.

The role supports district energy decarbonization initiatives at two Canadian Forces bases, including cogeneration, heat pumps, steam-to-low-temperature hot water conversion, thermal energy storage, and building automation.

The coordinator will serve as the primary point of control for project records in Procore and the SharePoint document control system, using controlled templates and standardized document numbering procedures.

Key Responsibilities Procore Administration

- Set up and maintain Procore projects, including users, permissions, drawings, specifications, and directories.
- Manage RFI, submittal, and transmittal workflows, tracking responsible parties and overdue items.
- Maintain drawing revisions to ensure field teams always use the current approved documents.
- Record daily reports, meeting minutes, observations, and punch lists.

Document Control
- Apply document numbering, revision, and approval standards aligned with ISO 9001 to all deliverables.
- Maintain the master document register and manage transmittals to consultants and subcontractors.
- Ensure Procore and the SharePoint document control system remain synchronized, with one authoritative record for each document.
- Assemble project closeout packages, including as-built drawings,



O&M; manuals, warranties, commissioning records, and training records.

Project Coordination
- Schedule project meetings, prepare minutes, and track action items through completion.
- Prepare weekly and monthly progress reports for the project team and client.
- Support change orders, invoicing, and progress claim documentation.
- Track subcontractor insurance, WSIB, safety documentation, and base-access paperwork.
- Coordinate site access requests and security clearances for staff and trades.

Required Qualifications

- 3+ years of experience as a Project Coordinator, Project Administrator, or Document Controller on construction, mechanical, electrical, or energy projects.
- Hands-on Procore experience on active projects, including RFIs, submittals, drawings, and transmittals.
- Proven document control experience, including registers, revision control, transmittals, and closeout packages.
- Robust Microsoft 365 skills, particularly Excel, Outlook, Teams, and SharePoint.
- Holds or is eligible to obtain Government of Canada Reliability Status.
- Valid Ontario driver's licence and ability to travel to CFB Petawawa and CFB Kingston.
- College diploma or degree in construction management, engineering technology, project management, or business administration, or equivalent experience.

Preferred Qualifications

- Procore certifications, such as Project Manager or Document Management certification.
- Experience on Department of National Defence (DND), Defence Construction Canada, Public Services and Procurement Canada (PSPC), or other federal projects.
- Existing Secret security clearance.
- Background in mechanical, HVAC, central plant, or district energy projects.
- Experience with ISO 9001 document control or a formal quality management system.
- Familiarity with energy performance contracts or design-build project delivery.
- Working knowledge of Power Automate, Bluebeam, or MS Project.
- PMI CAPM or PMP certification, or progress toward certification.

📌 Project Coordinator, Federal Energy Projects (Petawawa)
🏢 Select Source International
📍 Petawawa