Project Coordinator

Role overview

The Project Coordinator supports the delivery of custom home builds and renovation projects by keeping communication, records, schedules, and site-related administration running smoothly. Working from Hamilton, Ontario, and reporting to the Pre-Construction Manager, this position partners with Site Supervisors, clients, designers, architects, trades, and vendors to help projects stay organized, timely, and aligned with quality expectations.

Pre-construction support

• Serve as a main contact for clients during the pre-construction stage and help set clear expectations.
• Work with architects and designers in the early design phase to keep project direction aligned.
• Assist the Pre-Construction Manager with scheduling, pricing, budgeting, engineering coordination, and reviewing architectural and design drawings.
• Review drawings, renderings, and hand sketches to check design accuracy and practicality.
• Coordinate with interior designers to maintain and update finish schedules efficiently.
• Record meeting notes and track follow-up actions from key discussions.
• Build and maintain productive working relationships with clients, trades, vendors, and internal team members.

Construction phase support

• Join site visits with the Pre-Construction Manager and Site Supervisors to review site conditions and update selections, specifications, and other project details in Buildertrend.
• Meet clients on site when needed to provide updates, answer questions, confirm details, and support clear communication.
• Keep subcontractors and site teams informed so work continues efficiently and issues are addressed promptly.
• Prepare detailed minutes for site meetings, trade meetings, and client discussions, and track action items in Buildertrend.
• Help Site Supervisors arrange material deliveries and scheduling requirements.
• Ensure that revised drawings and project records are properly saved, shared, and uploaded into Buildertrend.

Trade coordination and compliance

• Issue work awards to subcontractors and prepare Subtrade Agreements while clearly communicating scope, timelines, and contractual expectations.
• Collect and manage Form 1000s, WSIB certificates, insurance documents, and other compliance records before work begins.
• Keep all required documentation organized and available on site and within Buildertrend before mobilization.

Mobilization duties

• Support site setup by preparing binders, signage, health and safety paperwork, and project launch materials.
• Arrange delivery of site essentials such as fencing, portable washrooms, and temporary facilities.
• Work with the Pre-Construction Manager and Site Supervisors to make sure permits, materials, documents, and other resources are ready for a successful start.

Skills and qualifications

The right candidate will bring strong organization, adaptability, and attention to detail, along with the ability to manage several projects at once in a fast-moving construction setting. Proficiency with Microsoft Office tools and construction project software such as Buildertrend is required, while AutoCAD knowledge is an advantage. The role also calls for the ability to read construction and design drawings, strong analytical and problem-solving ability, solid communication and teamwork skills, effective time management, and a valid driver's license with access to a personal vehicle.

Additional information

This position is based onsite in Hamilton, Ontario, Canada. The role supports multiple projects simultaneously and requires flexibility to take on tasks as project and company priorities change.