At Old Oak:
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We demonstrate integrity in everything we do
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We keep our people, our customers, and our community as our priority
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We are a company where people want to be
What We Offer:
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Certified Great Place to Work®
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Competitive wage structure
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Health and wellness benefits
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A company that gives back to the local community
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Opportunities for subsidized professional development
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Room for future growth and advancement
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A friendly, fun, and safe team-oriented work environment
Role Summary and Purpose:
The Project Coordinator is responsible for coordinating unit turnover renovations, capital and scheduled projects, and ad hoc or emergency maintenance work across the residential portfolio. The role supports projects from award and setup through execution and follow-up, including Yardi job and contract administration, budget and schedule tracking, contractor coordination, site inspections, supply deliveries, documentation, and property communications. The Project Coordinator works closely with the Operations Manager, Facilities Specialist, Maintenance Supervisor, property management staff, maintenance technicians, contractors, suppliers, Finance / Accounting, and Yardi / Accounting Support to help ensure work is completed on time, within budget, to an acceptable standard, and in accordance with company policies and safety requirements.
Responsibilities:
General Project Coordination:
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Coordinate and facilitate turnover renovations and other scheduled projects across the residential portfolio.
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Under the guidance of the Operations Manager, coordinate ad hoc and emergency maintenance work that falls under the capital expenditure threshold.
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Coordinate contractors, suppliers, site teams, and property management staff to align project activities, access requirements, and timelines while minimizing disruption to residents and building operations.
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Travel between project sites as required for project coordination, inspections, follow-up, and communication duties.
Contract Administration and Yardi Setup:
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Receive project and contract setup direction after award and confirm that the vendor, approved scope, contract value, project name, Yardi job number, cost code, allocation direction, and approval documentation are complete before proceeding.
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Create or coordinate creation of Yardi jobs, enter approved budgets, and support Yardi contract setup using approved project, budget, cost code, allocation, and Schedule of Values information.
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Request, track, and review required startup documents, including insurance, WSIB, Ministry of Labour Form 1000, Health & Safety Statement, MSDS sheets where required, Workplace Violence and Harassment Policy, certificates of training or competence, and Schedule of Values.
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Follow up on missing, expired, incomplete, or incorrect startup documentation and escalate issues that may affect contract execution or project progress.
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Review Schedule of Values information for alignment with the awarded contract value, approved scope, job, site, cost code, and allocation requirements. Escalate mismatches before proceeding.
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Confirm subcontract, subcontract change order, and purchase order numbering and coding are consistent between Yardi, contract documents, and project records.
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Coordinate contract execution from preparation through signature, confirm required documentation and attachments are complete, track outstanding signatures, and save fully executed contracts in the correct project file.
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Coordinate with Maintenance Supervisors, Finance / Accounting, and Yardi / Accounting Support when setup, coding, allocation, purchase order, subcontract change order, or invoice processing questions arise.
Operational Planning, Scheduling and Quality Assurance:
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Develop actionable project plans that identify tasks, resource requirements, responsibilities, and timelines.
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Manage and track approved construction schedules so contractor activity, supply deliveries, access requirements, shutdowns, and key milestones remain current and visible.
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Complete regular site inspections and progress checks while work is scheduled or underway to confirm contractor attendance, progress, quality, and general alignment with approved scope, site instructions, and priorities.
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Identify and document visible delays, access or coordination issues, incomplete work, damage, safety concerns, and other items that may affect progress, quality, residents, staff, or building operations.
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Document site observations and photos where appropriate, and escalate major project deviations, delays, quality concerns, or corrective action requirements to the Operations Manager or Maintenance Supervisor.
Budget Oversight, Reporting and Documentation:
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Monitor project expenses against approved budgets and identify potential overspends early so cost-effective practices can be maintained.
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Review and validate contractor expenses and costs against quoted or approved amounts and flag discrepancies for resolution.
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Maintain accurate records of project activities, including award documentation, approved scope, work orders, inspections, repairs, startup documents, contracts, Yardi records, schedules, change documentation, purchase orders, communications, and approved exceptions.
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Document day-to-day project progress, including changes in scope, schedule, cost, or outstanding follow-up items.
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Provide regular project updates to the Operations Manager or Maintenance Supervisor, highlighting accomplishments, challenges, risks, decisions required, and next steps.
Construction and Renovation Supply Coordination:
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Coordinate construction and renovation supply orders that are purchased separately for contractor installation, including specialty or overseas materials where applicable.
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Track order status, delivery dates, shipping details, storage and access requirements, and site coordination needs until delivery is confirmed.
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Communicate delivery delays, backorders, damage, missing items, or schedule risks to affected contractors, property staff, and the Maintenance Supervisor, and maintain order and delivery documentation in the project file.
On-Site and Property Communication:
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Act as a primary point of contact for Property Management staff when resolving contractor concerns or project-related issues.
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Liaise with contractors, suppliers, Maintenance Supervisor, Finance / Accounting, and other internal teams to resolve project challenges and keep work moving.
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Communicate scheduled construction work, shutdowns, access requirements, work areas, expected resident or operational impacts, and schedule changes to property management and the Maintenance Supervisor in a timely manner.
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Track questions, concerns, and follow-up items from property management and escalate unresolved scheduling or operational issues as required.
General Responsibilities:
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Respond promptly to project-related issues and concerns and provide clear, practical communication and follow-up.
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Maintain current knowledge of industry standards, best practices, and technologies related to high-rise residential building projects.
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Ensure work is performed in accordance with company policies, applicable safety requirements, and project-specific procedures.
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Keep project and contract files complete and organized so project history, schedule history, approvals, and communication can be reviewed without relying on verbal direction or individual email records.
Qualifications:
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Bachelor’s degree in construction management, or a related field preferred.
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Minimum of 2-3 years of experience working on major repair and replacement projects, preferably in residential property management.
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Strong communication and organizational skills, with a focus on site operations.
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Expertise in project coordination, including planning, scheduling, budgeting, contract administration, and reporting.
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Good problem-solving skills and attention to detail.
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Ability to work collaboratively as part of a team.
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Effective communication skills and the ability to interact professionally with residents, colleagues, contractors, suppliers, and internal support teams.
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Proficiency in project management software such as MS Project. Ability to work with Yardi or similar property management and accounting systems is preferred.
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Forklift training certification.
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Possession of a valid G license.
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Must be able to navigate potentially confined spaces safely.
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Regular lifting of up to 50 lbs may be required.
Working Hours: Monday to Friday, from 8:00 a.m. to 4:30 p.m. Overtime, on-call, or weekend work may be required under special circumstances.
Here at Old Oak, we are a quickly growing company and are excited to maintain the right staff. As such, we offer a very competitive compensation package to attract and maintain the best people. Old Oak is thankful to all who apply, however, only those who are qualified will be contacted for an interview.
Old Oak is an Equal Opportunity Workplace committed to fostering a safe, healthy, and inclusive work environment. We are committed to providing a fully accessible recruitment process. Accommodations are available upon request.
