Position: Project Coordinator, Federal Energy Projects
Location: 101 Menin Road Petawawa Ontario CAN K8H 2X3 (Ottawa Valley or Kingston area, with some site travel between both bases)
Duration: 12 Months
Non-Negotiable Skills/Experience:
- 3+ years coordinating construction, mechanical, electrical, or energy projects - Hands-on Procore experience on live projects (RFIs, submittals, drawings, transmittals), or equivalent experience on a comparable platform and able to become proficient quickly - Proven document control experience (registers, revision control, transmittals, closeout) - Strong Excel, Outlook, Teams, and SharePoint skills - Holds, or is eligible to obtain, Government of Canada Reliability Status - Valid Ontario driver's license and able to travel to both bases.

Security: Must hold or be eligible for Government of Canada Reliability Status; Secret an asset
About the role
The coordinator keeps the paperwork, records, and schedule moving so the project team can focus on delivery. The work supports district energy decarbonization at two Canadian Forces bases: cogeneration, heat pumps, steam-to-low-temperature hot water conversion, thermal energy storage, and building automation.

The coordinator is the single point of control for project records in Procore and JCI's document control system (SharePoint with controlled templates and a standard numbering scheme).

Key responsibilities
Procore administration

Set up and maintain Procore projects: users, permissions, drawings, specifications, and directories

Run the RFI, submittal, and transmittal workflows, tracking ball-in-court and overdue items

Maintain drawing revisions so the field always works from the current set





Log daily reports, meeting minutes, observations, and punch lists

Document control

Apply JCI's document numbering, revision, and approval standards (ISO 9001-aligned) to every deliverable

Manage the master document register and transmittals to consultants, and subcontractors

Keep Procore and the SharePoint document control system in sync, with one source of truth per record

Assemble closeout packages: as-builts, O&M; manuals, warranties, commissioning records, and training records

Project coordination

Schedule and minute project meetings, and track action items to closure

Prepare weekly and monthly progress reports for the project team and client

Support change order, invoicing, and progress claim documentation

Track subcontractor insurance, WSIB, safety, and base-access paperwork

Coordinate site access requests and security clearances for staff and trades

Required qualifications

3+ years as a project coordinator, project administrator, or document controller on construction, mechanical, electrical, or energy projects

Hands-on Procore experience on live projects, including RFIs, submittals, drawings, and transmittals

Proven document control experience: registers, revision control, transmittals, and closeout packages

Strong Microsoft 365 skills, especially Excel, Outlook,



Teams, and SharePoint

Holds, or is eligible to obtain, Government of Canada Reliability Status

Valid Ontario driver's licence and able 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 (for example Project Manager or Document Management certification)

Experience on DND, Defense Construction Canada, PSPC, or other federal projects

Secret clearance already in place

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 delivery

Working knowledge of Power Automate, Bluebeam, or MS Project

PMI CAPM or PMP, or progress toward one

Core competencies

Attention to detail : Catches wrong revisions, missing signatures, and numbering errors before documents leave

Organization : Juggles two bases and many open items without anything going stale

Follow-through : Chases overdue RFIs and submittals politely and persistently until closed

Communication : Writes explicit minutes and reports; comfortable with base staff, consultants, and trades

Discretion : Handles controlled and security-sensitive information correctly

Initiative : Improves templates and workflows instead of only maintaining them

Adaptability : Works well both in the office and on site, and adjusts to changing priorities

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