Project Coordinator - Store Development

Pet Valu•Markham, ON

33d•CA$50,000 - CA$55,000•Hybrid

About The Position

The Project Coordinator is an integral member of the Store Development team and acts as a primary point of contact in support of the day-to-day administrative, financial, and coordination activities for retail construction, capital projects, and related operational initiatives. This role supports multiple projects concurrently and ensures projects progress efficiently from design kick-off through project completion and post-project close-out. The Project Coordinator plays a critical role in maintaining project documentation, facilitating vendor and consultant invoicing, supporting budget tracking, and coordinating internal and external stakeholders. This position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced, multi-project retail construction and capital project environment. The role may also provide periodic administrative and coordination support for facilities, store development or other cross functional initiatives during peak workloads or as business needs evolve.

Requirements

Successful completion of post-secondary education, preferably in Construction Management, Business Administration, Accounting, or a related field
Minimum 3+ years of experience in construction administration, retail construction, and/or project accounting
Strong experience with invoice processing, cost tracking, and financial reporting for construction or capital projects
Advanced proficiency in Microsoft Office, particularly Excel

Nice To Haves

experience with Microsoft Dynamics NAV or similar ERP systems considered an asset
Experience supporting multi-site or fast-track retail construction projects is highly desirable
Experience supporting capital projects, facilities, or operational initiatives in a multi-site environment is an asset

Responsibilities

Coordinate and execute project-related tasks for the construction of Pet Valu retail stores and related capital initiatives from design kick-off to post-project close-out
Support Project Managers with scheduling, documentation, reporting, and communication of project timelines and milestones
Maintain complete and accurate project files, including drawings, contracts, change orders, correspondence, and close-out documentation across systems and shared platforms
Assist with construction deficiency tracking and resolution as required
Email management to action all incoming mail, receive and record vendor invoices for submission
Support portfolio-level tracking and reporting across active and completed projects as required
Contribute to the continuous improvement and standardization of project coordination and administrative processes
Prepare and maintain project budget trackers, ensuring accurate entry of commitments, invoices, accruals, and forecasted costs
Facilitate project documentation including requesting and reviewing vendor quotes, issuing purchase orders, and tracking commitments
Receive, review, code, and submit vendor and consultant invoices to Accounts Payable in accordance with company policies
Investigate, revise, and resubmit invoices as required; respond to vendor inquiries and resolve billing and payment discrepancies
Process credits, chargebacks, holdbacks, and change order documentation
Complete vendor statement reconciliations as required
Prepare accruals and assist with month-end and year-end financial reporting procedures
Provide complete invoice and cost documentation for project close-out, landlord reconciliations, and tenant allowance submissions
Support audits, financial reviews, and ad hoc reporting related to capital and operational projects
Review construction drawings and specifications to interpret required materials and finishes
Place vendor orders and track delivery schedules to ensure materials are received on time and aligned with construction timelines
Coordinate new vendor setup requests and maintain updated vendor information
Support vendor performance tracking and issue resolution as required
Coordinate utility transfer requirements and liaise with service providers, landlords, and internal stakeholders
Collaborate closely with Construction, Development, Facilities, Finance, Procurement, and external consultants to support project success
Provide periodic administrative and financial support for facilities or asset-related initiatives during peak periods, including service provider coordination, work order documentation, and invoice processing
Perform additional duties as required, with responsibilities evolving to support business needs, increased project volume, system changes, or departmental initiatives