Job Description
Smart Installs Inc. provides security, low-voltage, audio/visual, and technology installation services across Canada for major brands. As we continue to grow, we're looking for a highly organized, detail-oriented Project Coordinator to support our operations and ensure our projects move from dispatch to completion without anything falling through the cracks.
At times, site visits are required to properly coordinate projects and understand operational workflows.
This role is critical to our ability to scale. You'll be responsible for maintaining the operational integrity of our projects by ensuring schedules, documentation, customer communication, and project records accurately reflect what's happening in the field.
WHAT YOU'LL DO
You'll support the Project Manager and field teams by coordinating projects from scheduling through billing. You'll work across multiple systems, communicate with technicians and customers, and ensure every project tells a complete and accurate story. This role isn't about checking boxes. It's about identifying missing information, connecting the dots, and preventing operational problems before they affect our customers.
Project & Job Tracking
- Create and maintain project records within Airtable, Google Workspace and customer portals
- Maintain accurate project statuses throughout the entire lifecycle
- Ensure calendars, job trackers and customer portals remain synchronized
- Verify technician documentation is complete before projects move forward
- Ensure project records accurately reflect work completed in the field
Scheduling & Coordination
- Coordinate technician schedules across multiple concurrent projects
- Verify materials, equipment and rental equipment are ready before dispatch
- Coordinate subcontractors, hotels and travel when required
- Proactively identify scheduling conflicts before they impact customers
- Communicate schedule changes to customers, technicians and Project Managers
Documentation & Billing Support
- Review technician work summaries for completeness and clarity
- Ensure every customer visit is properly documented
- Confirm project documentation supports invoicing
- Prepare projects for billing only after all required documentation has been verified
- Identify inconsistencies before they become customer or billing issues
- Review project documentation for completeness before it reaches the customer or accounting.
Customer & Operational Support
- Respond to customer portal requests
- Follow up on outstanding information with technicians and customers
- Coordinate project close-outs
- Escalate missing information before it impacts project progress
- Help improve operational processes and SOPs
WHAT WE'RE LOOKING FOR
We're looking for someone who naturally notices when something doesn't add up. You don't simply complete tasks - you verify they're complete.
Strong Organizational Skills
You enjoy coordinating multiple moving pieces and keeping complex projects organized.
Attention to Detail
You naturally catch inconsistencies, missing information and incomplete documentation before they become problems.
Ownership Mentality
You don't assume something is complete because someone else says it is. You verify the facts, ask questions, and follow issues through until you're confident the project is ready to move forward.
Communication
You communicate clearly with customers, technicians and internal teams, and aren't afraid to ask questions when something doesn't make sense.
Tech Comfortable
Comfortable using Google Workspace, spreadsheets and cloud software. Experience with Airtable is an asset but can be taught.
Required Experience
Minimum 3 years' experience in commercial low-voltage, security integration, or a closely related field is required. The ideal candidate has experience with some or all of:
- CCTV
- Access Control
- Intrusion Alarm Systems
- Structured Cabling
- AV
- Field Service Coordination
Whether your background is as a technician looking to move into operations or as an experienced coordinator in the low-voltage industry, you'll understand how field work actually happens. This role is an excellent fit for someone who has spent several years in the field and is looking to transition into operations.
NICE TO HAVES
- Experience coordinating field service teams
- Experience in construction, low-voltage, security or skilled trades
- Experience with customer portals
- Experience preparing projects for invoicing
- Understanding of dispatch and scheduling workflows
- Intermediate spreadsheet skills
WHAT SUCCESS LOOKS LIKE
Within your first six months, you'll be independently coordinating projects with minimal oversight while maintaining accurate project records. You'll naturally ask questions like:
- Is anything missing?
- Does this ticket tell the whole story?
- Is this actually ready for billing?
- Does every system reflect what's happening in the field?
- What could prevent tomorrow's work from succeeding?
WHAT WE OFFER
- Competitive salary based on experience
- Health & Dental Benefits after 3 months
- Mileage reimbursement (when travel is required)
- A growing company with opportunities for advancement
- Direct mentorship from senior operations leadership
- The opportunity to help build and improve operational systems
In place of a cover letter, please include a short answer (100 to 300 words) to tell us about a time you discovered a problem that nobody else had noticed, as well as your favourite pizza. How did you recognize it, what did you do, and what was the outcome?
Pay: $60,000.00-$75,000.00 per year
Benefits:
- Disability insurance
- Employee assistance program
- Paid time off
- Vision care
- Work from home
Application question(s):
- Which of the following have you personally worked with?
- CCTV
- Access Control
- Alarm
- Structured cabling
- Commercial AV
- Dispatch / Service Coordination
- Project Coordination
- How many field technicians have you coordinated simultaneously?
Experience:
- Low voltage: 2 years (required)
Work Location: Hybrid remote in Mississauga, ON L5B 2C9
