Team Coordinator

Role summary

Graywood Construction Management is looking for a highly organized and proactive Team Coordinator to support the Senior Vice President and senior construction leadership with administrative and operational needs. Based at the Toronto head office and working fully on site, this is a newly created position that helps keep the department running smoothly by coordinating priorities, communication, records, and team-related activities.

In this role, you will serve as a key coordination hub across projects and stakeholders. The position calls for strong attention to detail, the ability to juggle multiple priorities, and a professional approach to confidential information. Your support will directly contribute to the construction team’s ability to stay organized and meet project goals.

Administrative support

• Support a busy construction management group on a day-to-day basis, including the SVP and Director of Construction.
• Set up meetings and conference calls, prepare agendas, and circulate meeting materials.
• Create and polish presentations, reports, minutes, invitations, and business correspondence.
• Help assemble and refresh proposals, documents, and PowerPoint decks.
• Gather information, complete research, and prepare requested reports.
• Review materials intended for signature before they are finalized.
• Handle special assignments and other administrative tasks as needed.

Document control and records

• Keep electronic filing systems organized and maintain document control workflows.
• Scan, store, retrieve, and sort digital files so records remain accurate and easy to access.
• Support administration of construction contract documents and project records.

Construction team coordination

• Help coordinate site activities and milestone events such as roof toppings and site celebrations.
• Track training certifications for both site and head office staff and arrange refresher training when needed.
• Monitor and maintain records for Local 183 site labourers across active projects.
• Assist with reviewing information from earlier projects to support site analysis and planning.

Office operations and team support

• Manage general office administration such as email monitoring, meeting setup, courier coordination, and document handling.
• Order supplies and keep departmental materials, site equipment, and inventory stocked.
• Provide reception backup when required.
• Help plan department events and team activities.

HR and internal processes

• Work with Human Resources on hiring, onboarding, and offboarding for the construction team.
• Support administration of the twice-yearly performance review cycle.

Additional duties

• Take on other ad hoc responsibilities and special tasks as assigned.

Qualifications

This position calls for post-secondary education or equivalent practical experience. A degree or diploma in a related field would be an advantage.

Applicants should have 1–2 years of experience in administrative support or team coordination. Experience in a construction or real estate office would be helpful. Strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook is essential.

Successful candidates should be strong communicators, adaptable, willing to learn, comfortable working in a fast-paced environment, and able to manage time well. The role also requires problem-solving ability, good judgment, ownership of tasks, reliability, attention to detail, and the ability to work both independently and as part of a team.

Compensation and hiring notes

The expected annual salary for this role is CAD 60,000 to CAD 75,000. The starting amount will depend on factors such as education and experience.

Graywood may use artificial intelligence tools to help screen and review applications. The company is committed to equal opportunity hiring and values diverse backgrounds and experiences. If you need disability-related accommodation during the recruitment process, you can request support and reasonable accessibility measures will be provided.

The selected candidate must successfully complete reference, background, and credit checks due to the nature of the role.