Program Coordinator, Architecture

Ware Malcomb • Quinte West, ON

11d • Onsite

About The Position

As a Program Coordinator at Ware Malcomb, you will support the daily operations of our program and project teams by providing administrative assistance throughout all phases of project delivery, including project development, design, preconstruction, and construction administration. In this role, you will collect, process, organize, input, and maintain project data and documentation from various sources and stakeholders to support the administrative, reporting, compliance, communication, and documentation needs of active projects.

Requirements

• 2+ years of administrative, clerical, or project support experience required.
• Proficiency with Microsoft Office Suite.
• Knowledge of administrative, documentation, and general billing processes.
• Ability to build collaborative relationships and work effectively across cross-functional teams, as well as with clients and external partners.
• Strong organizational, written, and verbal communication skills with exceptional attention to detail.
• Ability to think critically, manage multiple priorities, and consistently deliver high-quality work.

Nice To Haves

• 2+ years of experience as a Construction Administrator, Construction Project Coordinator, Architectural Project Coordinator, or in a similar project support role preferred.
• Experience with Autodesk Construction Cloud (ACC), Procore, or similar construction/project management software preferred.
• Experience with Microsoft Project, Primavera, or similar project scheduling software preferred.
• Familiarity with Smartsheet or the ability to quickly learn new software and business systems.

Responsibilities

• Develop and maintain responsibility matrices, standardized workflows, templates, and program documentation to support business process improvements and ensure consistency across the full project lifecycle.
• Collect, process, organize, and maintain project data, documentation, and correspondence from internal and external stakeholders in accordance with established processes and project requirements, ensuring accuracy, timeliness, and compliance.
• Coordinate project documentation and deliverables through platforms such as Autodesk Construction Cloud (ACC), project dashboards, and electronic signature tools, maintaining file structures, workflows, permissions, and project records.
• Support contract and fee administration by processing contracts, amendments, and additional services; coordinating contract reviews; tracking contract values, fee allocations, scope changes, and status; and maintaining contract logs and related documentation.
• Manage invoice and pay application processes by coordinating with contractors, suppliers, and accounting teams to process invoices, pay applications, purchase requests, change documents, and other financial documentation while tracking approvals, collections, discrepancies, and closeout requirements.
• Assist project managers with administrative project deliverables, including processing submittments, requests for information (RFIs), compliance documentation, bills of sale, change documents, and other project records to support successful project execution.
• Maintain accurate project information and reporting by updating project dashboards, client portals, and program tracking tools to reflect current project status and ensure documentation remains organized and accessible.
• Provide responsive communication and high-quality customer service to internal and external stakeholders, meeting project commitments, identifying opportunities to improve service, incorporating feedback, and providing general administrative support as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed