Project Coordinator / Junior Project Coordinator
Clearspace · Toronto, ON ·
- Seniority
- Junior
- Category
- Project management
- Experience
- 2+ years
About the Role
We are looking for an organized, proactive, and detail-oriented Project Coordinator to support our Project Management and Design teams in the delivery of commercial interior projects.
This role is ideal for someone who enjoys keeping projects organized, coordinating information between multiple parties, and making sure tasks, decisions, and deliverables don't fall through the cracks.
Depending on experience, we are open to candidates at either the Junior Project Coordinator or Project Coordinator level.
The successful candidate will work closely with Project Managers, Designers, CAD Technicians, consultants, contractors, vendors, trades and clients throughout various stages of a project.
Key Responsibilities
Project Coordination
- Support Project Managers with day-to-day project coordination, scheduling, documentation, and follow-up.
- Maintain project action-item lists, schedules, decision logs, and other project tracking tools.
- Track outstanding information, deliverables, approvals, and deadlines and proactively follow up with the appropriate parties.
- Coordinate information between internal Design and CAD teams, consultants, contractors, vendors, and clients.
- Assist in organizing project meetings, preparing agendas, taking meeting minutes, and following up on action items.
- Help identify outstanding items or potential schedule impacts and escalate them to the Project Manager as required.
- Assist with consultant coordination and distribution of project information.
- Follow up on outstanding consultant drawings, specifications, responses, and other required deliverables.
- Coordinate with vendors and suppliers to obtain quotations, product information, lead times, samples, and other project requirements.
- Maintain clear records of correspondence, pricing, approvals, and decisions.
- Ensure information received from external parties is communicated to the appropriate internal team members with clear context.
- Assist with pricing exercises, tender documentation, bid collection, and bid comparisons.
- Track RFIs, shop drawings, submittals, change documentation, and other construction-phase information.
- Assist Project Managers with maintaining accurate project records throughout construction.
- Follow up on outstanding construction-related items and coordinate responses with the appropriate project team members.
- Maintain organized and consistent project files in accordance with company standards.
- Assist with project setup, folder organization, contact lists, document distribution, and project close-out.
- Maintain project logs and ensure current information is accessible to the project team.
- Support document issuance and record keeping throughout the project lifecycle.
- Diploma or degree in Interior Design, Architecture, Construction Management, Project Management, Business Administration, or a related field.
- Strong organizational and time-management skills.
- Ability to manage multiple projects, priorities, and deadlines simultaneously.
- Clear and professional written and verbal communication.
- Strong attention to detail and follow-through.
- Comfortable communicating with consultants, contractors, vendors, and internal project teams.
- Ability to understand priorities and distinguish between urgent and non-urgent tasks.
- Proactive approach to identifying missing information and following up before it becomes a project issue.
- Strong working knowledge of Microsoft Office; experience with project management or construction documentation platforms is an asset.
- Familiarity with commercial interior design or construction projects is an asset.
Junior Project Coordinator
- 0–2 years of relevant experience.
- Suitable for someone beginning their career in project coordination, commercial interiors, architecture, or construction.
- Training and mentorship will be provided, with increasing responsibility as experience develops.
- 2–5 years of relevant project coordination experience, preferably within commercial interiors, architecture, construction, or a related professional services environment.
- Comfortable independently managing project tracking, consultant/vendor follow-ups, documentation, and coordination activities with oversight from a Project Manager.
- Able to anticipate upcoming requirements and proactively keep projects organized and moving forward.
A successful Project Coordinator brings structure and clarity to the project team. You are someone who:
- Knows what is outstanding, who owns it, and when it is required.
- Communicates information clearly and provides the appropriate context.
- Keeps project files, records, and trackers organized and current.
- Follows up proactively rather than waiting for issues to become urgent.
- Understands when to resolve something independently and when to escalate it to the Project Manager.
- Helps Designers and Project Managers stay focused on their core responsibilities by keeping coordination and administrative tasks moving.
- Is comfortable working in a fast-paced environment while remaining organized and thoughtful about priorities.