Real Estate Project Coordinator

CBI Health • Toronto, ON

18h • CA$55,000 - CA$65,000

About The Position

The Real Estate Project Coordinator supports the successful coordination and delivery of projects across the organization’s national healthcare network, including new clinic builds, renovations, relocations, space optimizations, and consolidations. Working closely with the Project Manager and cross-functional stakeholders, this role is highly collaborative and detail-oriented, helping to ensure projects remain organized, on schedule, and aligned with operational requirements.

This role supports project coordination and administration by maintaining project documentation and CapEx budgets, tracking milestones, and facilitating communication between internal teams, vendors, contractors, and stakeholders to ensure smooth project execution and operational readiness.

Requirements

• Diploma or degree in Project Management, Business Administration, Construction Management, Interior Design, Engineering, or a related field
• 2–4 years of project coordination or administrative experience, ideally within healthcare, retail, construction, or multi-site environments
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and project tracking tools, with strong Microsoft Excel skills is considered an asset.
• Experience coordinating vendors, schedules, documentation, and stakeholder communications is considered an asset
• Familiarity with construction, facilities, or real estate project environments is considered an asset
• Practical problem-solving and sound judgment with financial acumen
• Comfortable coordinating across functions and geographies
• Clear communicator with the ability to simplify complexity

Responsibilities

• Support end-to-end project coordination for clinic builds renovations, relocations, and space optimization initiatives across multiple regions.
• Maintain project schedules, budgets, trackers, milestone reporting, and documentation to ensure accurate project administration and budget-to-actual oversight.
• Coordinate meetings, site walks, stakeholder communications, procurement activities, vendor documentation, PO tracking, and invoice processing.
• Assist with project close-out, operational handoffs, deficiency tracking, and tenant improvement allowance submissions.
• Act as a reliable point of contact for internal teams, consultants, vendors, and contractors.
• Support communication between REF, Finance, Operations, IT, Marketing, and field teams.
• Escalate scheduling conflicts, documentation gaps, or project risks to the Project Manager as required.
• Support clinic transition coordination to ensure operational readiness prior to opening.
• Assist in tracking project timelines, deliverables, budgets, and change requests.
• Maintain accurate and up-to-date project documentation including RFIs, submittals, meeting minutes and status reports.
• Support reporting on project progress, risks, milestones, and key dependencies.
• Help ensure project information is consistently updated within internal systems and trackers.
• Support continuous improvement of project templates, tools, and administrative processes, create and update process documents as and when required by the Senior Manager.
• Assist with coordination of operational requirements related to clinic openings, moves, and transitions.
• Support the implementation of standardized project management processes, templates, and tools.
• Help identify opportunities to improve coordination efficiency and project execution consistency.
• Support ad hoc departmental initiatives and administrative priorities as required.

Benefits

• Continuous learning and skills development, including management opportunities
• Competitive compensation with comprehensive benefits and rewards package, including group health, dental and vision benefits
• Flexible hours, which allow work-life balance and focus on quality of life

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree