Project Coordinator

Modern Niagara • Ottawa, ON

36d • CA$50,000 - CA$70,000 • Onsite

About The Position

The Construction Services Coordinator works closely with the Office and Field Team for the successful execution of HVAC construction projects and work orders. This role provides administrative assistance to ensure projects progress efficiently, meet deadlines, and align with MNBS standards.

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

Requirements

• Post-secondary education.
• 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

• Bilingual
• 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 the Team and field staff – including updating spreadsheets, calendars, organizing team events, community board, tech requests, vendor bill invoice issues, etc.
• 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, Schedules and 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 job set up documentation and close-out documentation, including O&M manuals and as-builts (both digital and hard copy).
• Maintain document control for all site and 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 meetings, including turnover meetings, site meetings, and operational reviews; take and distribute meeting minutes as required.
• Assist with coordination, including scheduling support, and responding to field requests.
• Support job-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.
• Project Billings and follow-ups with customers, and end of month reports.
• AR Report – updating for the team.
• Updating financial spreadsheet for the team and chasing costs with supplier/subcontractors.

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: Associate degree