Project Coordinator

Build It•Mississauga, ON

21h

About The Position

Maintain It is a full-service facility maintenance company supporting restaurant, retail, and commercial businesses across a wide range of maintenance and operational needs. We provide proactive, reliable, and customized maintenance solutions designed to minimize disruptions, protect assets, and keep businesses operating at their full potential. From preventative maintenance to responsive service, our team is committed to delivering quality workmanship, strong communication, and dependable support our clients can rely on.

Requirements

2–5+ years of experience in project coordination, construction, maintenance, or facilities operations
Highly organized and thrive in a fast-paced environment with multiple moving priorities
Proactive, detail-oriented, and take initiative to keep projects on track and well-organized
Experience supporting projects through scheduling, procurement, documentation, and coordination
Comfortable working with vendors, subcontractors, suppliers, and internal teams to ensure smooth project execution
Strong communication skills and confident following up on outstanding items, timelines, and deliverables
Comfortable reviewing drawings, tracking RFIs, shop drawings, change orders, and project documentation
Proficient with Microsoft Office
Comfortable learning or working within systems such as Procore and other project management platforms
Adaptable, solutions-oriented, and willing to support both office and field operations as needed
Take pride in accuracy, follow-through, and providing strong support to the project team

Responsibilities

Support project management across all phases of maintenance and service projects
Assist in developing and maintaining project schedules
Track project progress, budgets, and key deliverables
Support with other duties as assigned
Create and issue purchase orders
Contact vendors/suppliers to confirm pricing, scope, and lead times
Review subcontractor quotes to ensure full scope coverage
Coordinate deliveries, pickups, and logistics
Manage all project documentation and ensure Procore is consistently up to date
Upload and track drawings, RFIs, shop drawings, and permits
Prepare project closeout documentation and binders
Create weekly reports, lookaheads, and meeting minutes
Review Issued for Construction (IFC) drawings
Verify take-offs and support material ordering
Assist with shop drawing submissions and approvals
Support RFI creation and tracking
Attend site visits, coordination meetings, and OAC meetings
Take site photos and track project progress
Assist with site startup materials and logistics
Support deficiency tracking and warranty-related work
Assist with change order tracking and documentation
Support invoice review and coordination with Accounts Payable
Help maintain accurate project cost tracking and reporting
Maintain strong relationships with vendors, subcontractors, and internal teams
Support service calls and ongoing client requests
Ensure clear communication across all stakeholders