Project Coordinator

POSITION SUMMARY:
The Project Coordinator plays a vital role in supporting the successful execution of electrical infrastructure and utility construction projects from initiation through completion. Reporting to the Project Manager, this hybrid role works closely with Project Managers, Superintendents, Foremen, subcontractors, customers, and internal departments to ensure projects are delivered safely, efficiently, on schedule, and within budget.
The Project Coordinator is responsible for coordinating project documentation, procurement, scheduling, financial administration, reporting, customer deliverables, and day-to-day field support. Acting as the connection between the office and project sites, this role ensures accurate communication, organized project controls, and timely completion of project requirements while supporting successful project execution.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Support Project Managers throughout all phases of project execution, from project startup through closeout
Coordinate project setup, including documentation, project folders, templates, and administrative requirements
Maintain organized project files, drawings, RFIs, transmittals, meeting minutes, and project correspondence
Track project deliverables, milestones, contractual requirements, and project documentation
Assist with project closeout packages, Operations & Maintenance manuals, Quality documentation, and customer turnover packages
Support project budgeting, cost tracking, forecasting, and monthly job cost reporting
Monitor project schedules, three-week look-aheads, production tracking, and project progress
Maintain project trackers for materials, equipment, procurement, deficiencies, and project metrics
Coordinate procurement activities, purchase orders, subcontract agreements, material deliveries, and equipment logistics
Track procurement schedules and proactively communicate potential delays
Prepare customer invoice packages, support project billing, cost coding, change orders, and financial reporting
Assist with project reconciliations, financial documentation, and contract administration
Provide on-site coordination support to Project Managers, Superintendents, and Foremen
Coordinate site mobilization, deliveries, equipment movements, temporary facilities, and project logistics
Track labour hours, subcontractor productivity, and employee timesheets
Support customer-specific reporting and project communications through various project management platforms
Prepare Electrical Safety Authority (ESA) permit applications and coordinate utility locate requests as required
Track Non-Conformance Reports (NCRs), corrective actions, inspections, and quality documentation
Ensure compliance with customer specifications, regulatory requirements, and company Quality Management System (QMS)
Schedule project meetings, prepare agendas, distribute meeting minutes, and maintain effective communication between project stakeholders
Build positive working relationships with customers, subcontractors, suppliers, and internal teams
Promote and comply with all company Health, Safety, Environmental, and Quality requirements
Perform other duties and responsibilities as assigned

CANDIDATE PROFILE:

Diploma or degree in Business Administration, Construction Management, Engineering Technology, Project Management, or a related discipline, or an equivalent combination of education, trade certification, and relevant industry experience
Trade certification or apprenticeship in an electrical, utility, construction, or related skilled trade is considered an asset
2–5 years of experience supporting construction, utilities, electrical, industrial, infrastructure, or renewable energy projects
Experience coordinating multiple concurrent projects in a fast-paced environment
Strong understanding of project documentation, procurement, scheduling, contract administration, and project coordination
Knowledge of job costing, project reporting, invoicing, change management, and project financial tracking
Experience working within construction, utility, electrical contracting, renewable energy, or industrial environments is preferred
High-voltage electrical construction, transmission & distribution, or substation experience is considered a strong asset
Proficiency with Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams
Experience with ERP, project management, accounting, document control, or scheduling software is considered an asset
Strong organizational, planning, and time management skills with the ability to manage multiple priorities
Excellent written and verbal communication skills with the ability to work effectively with field personnel, customers, vendors, and internal stakeholders
Strong attention to detail with a proactive, solution-oriented mindset and the ability to work independently
Valid Class G Driver's Licence with the ability to travel to project sites throughout Ontario