Project Operations Coordinator

Black & McDonald Limited•Toronto, ON

1d•CA$60,000 - CA$75,000•Onsite

About The Position

The Project Operations Coordinator provides administrative, financial, and scheduling support to a team of Project Managers. This role plays a critical part in ensuring the efficient planning, execution, and closeout of projects by coordinating documentation, schedules, financial tracking, and communication across stakeholders. The successful candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, team-based environment.

Requirements

Diploma or degree in Business Administration, Project Management, Construction Management, or related field (or equivalent experience)
2–5 years of experience in an administrative, project coordination, or operations support role
Strong organizational and time management skills with the ability to manage multiple priorities
Proficiency in Microsoft Office (Excel, Word, Project)
Strong attention to detail and accuracy in financial and administrative tasks
Effective written and verbal communication skills
Ability to work independently and collaboratively in a team environment
Problem-solving mindset with a proactive approach
Customer-focused with a high level of professionalism
Must be able to obtain the necessary security clearances

Nice To Haves

Experience in construction, facilities management, or a project-based environment is an asset
experience with CMMS or ERP systems is an asset

Responsibilities

Assist Project Managers in planning and executing projects in accordance with contract requirements and organizational policies
Develop, maintain, and track project schedules, including weekly and monthly work plans
Monitor project progress, milestones, and deliverables to ensure timelines are met
Maintain project tracking logs, reports, and dashboards for status updates
Coordinate technician and subcontractor scheduling and work activities
Support prioritization and assignment of work across project teams
Support budgeting, cost tracking, and financial reporting activities
Assist in preparing invoice forecasts and tracking project expenditures
Manage purchase orders (creation, tracking, and reconciliation)
Track and manage change orders and contemplated change notices
Ensure all documentation required for invoicing and project closeout is complete and accurate
Assist with timesheet tracking and labour cost recovery
Maintain organized project documentation, records, and databases
Ensure proper document control and information flow between internal teams, clients, and subcontractors
Prepare reports related to project performance, inventory, and work order completion
Support proposal preparation and contract administration tasks
Maintain CMMS / project systems, ensuring work orders are tracked and completed
Monitor and manage work order systems to ensure service delivery targets are achieved
Coordinate materials, equipment, and supply procurement
Maintain inventory tracking and reporting
Support facility or project teams with operational coordination as required
Keep Project Managers and stakeholders informed of project status, risks, and issues
Support client reporting and communication requirements
Participate in project meetings and assist with preparation of updates and presentations
Maintain strong working relationships with internal teams, subcontractors, and clients
Ensure projects adhere to safety, quality, and regulatory requirements
Assist in gathering and maintaining project closeout documentation
Support audits, inspections, and quality assurance processes