Project Coordinator

Modern Niagara • Vaughan, ON

38d • $50,000 - $65,000

About The Position

The Project Coordinator works closely with the Project Manager to support the
successful execution of HVAC construction projects. This role provides both
technical and administrative assistance to ensure projects progress efficiently,
meet deadlines, and align with Modern Niagara standards.

Why This Role Matters to Modern Niagara

Project Coordinators play a key role in maintaining project organization,
supporting both field and office teams, and ensuring the accurate flow of
information. Their contributions directly impact project delivery, operational
efficiency, and overall client satisfaction.

Key Impact / Purpose

Support project delivery through coordination of documentation, schedules,
and system updates.
Enable effective collaboration between Project Managers, technicians,
subcontractors, and suppliers.
Ensure accuracy and consistency in project data, financial tracking, and
reporting.
Contribute to continuous improvement through participation in project reviews
and operational processes.

Requirements

• Post-secondary education in Construction Management, Mechanical Engineering, or an equivalent combination of education and experience.
• 1+ years of Project Coordination experience within the construction, HVAC, or mechanical contracting industry.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Clear and effective communication skills, both written and verbal.
• Ability to work in a fast-paced, deadline-driven environment with a strong sense of urgency.

Nice To Haves

• Experience with ERP systems or project/construction management software (e.g., Fieldpoint).
• Exposure to project financial processes, including budgeting and forecasting.
• Strong problem-solving skills and ability to manage multiple priorities simultaneously.
• Experience supporting field teams or working in a construction environment.

Responsibilities

• Provide administrative and coordination support to Project Managers, Project Teams, and field staff.
• Organize, distribute, and maintain project-related documents and drawings from manufacturers, suppliers, and subcontractors.
• Perform data entry and system updates, including: Purchase orders (subcontractors, suppliers, manufacturers) Change orders and change notices Work-in-progress (WIP) forecast updates Construction schedules and project budgets
• Set up jobs in ERP systems (e.g., Fieldpoint) and communicate job details to project stakeholders.
• Create, log, and track all project communications and documentation.
• Prepare project start-up binders and project close-out documentation, including O&M manuals and as-builts (both digital and hard copy).
• Maintain document control for all site and project paperwork.
• Support invoicing processes, including: Preparing and distributing monthly billing sheets Processing invoices and statutory documentation Ensuring required documents (e.g., WSIB, insurance certificates, statutory declarations) are collected and submitted
• Coordinate with subcontractors to ensure timely submission of required documentation.
• Participate in project meetings, including turnover meetings, site meetings, and operational reviews; take and distribute meeting minutes as required.
• Assist with technician coordination, including daily check-ins, scheduling support, and responding to field requests.
• Support project-specific requirements such as permits, safety documentation, and procedures.
• Assist with pre-qualification packages and estimating data organization.
• Perform additional related duties as required under the direction of the hiring manager.

Benefits

• Defined Contribution Pension Plan with generous employer contributions
• Flexible Health and Dental benefits with tiered options
• Annual Health Spending Account
• Employee and Family Assistance Program (24/7 confidential support)
• Competitive vacation package with additional vacation over tenure
• Employer-paid Parental Leave Top-Up
• Annual Community Day for volunteer work
• Corporate discounts across Canada (fitness, travel, insurance, mobile, and more)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees