Summary
The Project Coordinator supports the Operations and Project Management teams by coordinating project administration, tracking documentation, supporting project setup and closeout, and assisting Project Managers and General Site Superintendents with day-to-day project needs. This role helps ensure project information is organized, accurate, and available to the right people at the right time, contributing to smooth project execution from preconstruction through closeout.
The Project Coordinator works closely with Project Managers, General Site Superintendents, Foremen, Operations, Finance, Estimating, Health & Safety, and other internal teams to support project schedules, paperwork, communication, reporting, and administrative follow-through.
Core Values
Schouten employees are what make us Schouten and all of us have these core values to one degree or another. To fit in and be successful at Schouten it is imperative that you share our values:
- We are Professional
- We are Trustworthy
- We have Integrity
- We are Innovators
- We are Problem Solvers
Core Competencies
- Attention to detail
- Time Management
- Communication
- Teamwork
- Quality Orientation
- Problem Solving
- Accountability and Dependability
- Ethics and Integrity
- Computers and software
Job Duties
- Track, organize, file, and maintain project paperwork and documentation.
- Support project setup in Procore, including contracts, budgets, documentation, and related project records.
- Assist Project Managers and General Site Superintendents with administrative and coordination tasks as required.
- Help maintain project checklists, action plans, open items, and follow-up tasks.
- Support project planning, handoff, kickoff, execution, and closeout activities.
- Assist with tracking project prerequisites such as permits, locates, disconnects, documentation, and mobilization requirements.
- Coordinate internal and external communications by email and phone as required.
- Help distribute project updates, schedules, paperwork requirements, and other project information to internal teams, field staff, clients, subcontractors, and suppliers.
- Track and support documentation related to change orders, T&M tickets, delivery tickets, invoice approvals, rejected invoices, and billing requirements.
- Prepare and assist with project reporting as required, including weekly and monthly updates.
- Attend weekly departmental meetings, Quarterly Foreman meetings, and the Annual Safety Meeting.
- Assist with meeting preparation, note-taking, action-item tracking, and follow-up where required.
- Support progress billing documentation and monthly reporting requirements as requested.
- Assist with project closeout documentation, subcontract closeout, project scorecards, and final filing.
- Ensure project records are accurate, current, complete, and accessible to the project team.
Requirements
- Experience in construction, demolition projects, project coordination, or project administration is preferred.
- Strong organizational skills and attention to detail.
- Ability to manage multiple projects, deadlines, priorities, and follow-up items.
- Strong written and verbal communication skills.
- Comfortable communicating with office staff, field staff, clients, subcontractors, and suppliers.
- Experience with Procore or similar construction project management software is considered an asset.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability to read, understand, and manage project documentation.
- Understanding of construction schedules, project paperwork, change orders, T&M tickets, billing support, and closeout processes is an asset.
- Ability to work independently while supporting a team-based project environment.
- Proactive approach to identifying missing information, following up on open items, and keeping tasks moving.
- Ability to maintain accurate records and handle confidential or sensitive project information professionally.
- Strong problem-solving skills and willingness to assist where needed.
- Reliable, accountable, and deadline-driven.
- Commitment to safe work practices and participation in required safety meetings.
Work Conditions
- May be exposed to loud noise.
- Computer work including typing, navigating websites and use of various software.
- Client management including customer service, negotiation and prompt communication.
- Conflict resolution.
Job Types: Full-time, Permanent
Pay: $50,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Experience:
- Project coordination: 2 years (required)
Work Location: In person
