Project Coordinator - Store Development

Location: Markham, Ontario

Job Description:

Position: Project Coordinator – Store Development

Type: Full-Time | Hybrid

Location: Markham, ON

Reports to: Manager Department Administration, Real Estate

About Us

Pet Valu is Canada’s leading pet specialty retailer, dedicated to strengthening the bond between dedicated pet lovers and their pets. With 50 years of animal care expertise, we operate over 800 stores across Canada under several banners, including Pet Valu, Bosley’s, Total Pet, Paulmac's Pet, Tisol & Chico. Guided by our mission to deliver products, care, expertise, and memorable moments, Pet Valu is a place where people build meaningful careers while making a positive impact on pets and communities.

What will you do?

The Project Coordinator is an integral member of the Store Development team and acts as a primary point of contact in support of the day-to-day administrative, financial, and coordination activities for retail construction, capital projects, and related operational initiatives.

This role supports multiple projects concurrently and ensures projects progress efficiently from design kick-off through project completion and post-project close-out. The Project Coordinator plays a critical role in maintaining project documentation, facilitating vendor and consultant invoicing, supporting budget tracking, and coordinating internal and external stakeholders.

This position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced, multi-project retail construction and capital project environment. The role may also provide periodic administrative and coordination support for facilities, store development or other cross functional initiatives during peak workloads or as business needs evolve.

Responsibilities

Project Coordination & Administrative Support

• Coordinate and execute project-related tasks for the construction of Pet Valu retail stores and related capital initiatives from design kick-off to post-project close-out
• Support Project Managers with scheduling, documentation, reporting, and communication of project timelines and milestones
• Maintain complete and accurate project files, including drawings, contracts, change orders, correspondence, and close-out documentation across systems and shared platforms
• Assist with construction deficiency tracking and resolution as required
• Email management to action all incoming mail, receive and record vendor invoices for submission
• Support portfolio-level tracking and reporting across active and completed projects as required
• Contribute to the continuous improvement and standardization of project coordination and administrative processes

Financial & Invoice Administration

• Prepare and maintain project budget trackers, ensuring accurate entry of commitments, invoices, accruals, and forecasted costs
• Facilitate project documentation including requesting and reviewing vendor quotes, issuing purchase orders, and tracking commitments
• Receive, review, code, and submit vendor and consultant invoices to Accounts Payable in accordance with company policies
• Investigate, revise, and resubmit invoices as required; respond to vendor inquiries and resolve billing and payment discrepancies
• Process credits, chargebacks, holdbacks, and change order documentation
• Complete vendor statement reconciliations as required
• Prepare accruals and assist with month-end and year-end financial reporting procedures
• Provide complete invoice and cost documentation for project close-out, landlord reconciliations, and tenant allowance submissions
• Support audits, financial reviews, and ad hoc reporting related to capital and operational projects

Vendor & Materials Coordination

• Review construction drawings and specifications to interpret required materials and finishes
• Place vendor orders and track delivery schedules to ensure materials are received on time and aligned with construction timelines
• Coordinate new vendor setup requests and maintain updated vendor information
• Support vendor performance tracking and issue resolution as required

Utilities, Facilities & Stakeholder Coordination

• Coordinate utility transfer requirements and liaise with service providers, landlords, and internal stakeholders
• Collaborate closely with Construction, Development, Facilities, Finance, Procurement, and external consultants to support project success
• Provide periodic administrative and financial support for facilities or asset-related initiatives during peak periods, including service provider coordination, work order documentation, and invoice processing
• Perform additional duties as required, with responsibilities evolving to support business needs, increased project volume, system changes, or departmental initiatives

Qualifications & Experience

• Successful completion of post-secondary education, preferably in Construction Management, Business Administration, Accounting, or a related field
• Minimum 3+ years of experience in construction administration, retail construction, and/or project accounting
• Strong experience with invoice processing, cost tracking, and financial reporting for construction or capital projects
• Advanced proficiency in Microsoft Office, particularly Excel; experience with Microsoft Dynamics NAV or similar ERP systems considered an asset
• Experience supporting multi-site or fast-track retail construction projects is highly desirable
• Experience supporting capital projects, facilities, or operational initiatives in a multi-site environment is an asset

Compensation:

The targeted salary range for this position is $50,000.00 - $55,000.00 annually. The final offer will be based on factors such as market location, relevant skills, experience and internal equity.

Ready to join the team?

We’re looking for passionate people who bring strong skills and live our core values of safety, compassion, expertise, and efficiency every day. If you’re energized by doing meaningful work, taking pride in what you deliver, and making a real impact for pets, people, and communities, you’ll feel right at home here. Join us and build a career where purpose, care, and excellence come together - because love lives here™.

Why work for us?

At Pet Valu, our people are at the heart of everything we do. We’re passionate about creating an environment where you feel supported, included, and empowered to grow - both personally and professionally. Some of the perks of working with us include:

• Hybrid, Flexible Work Options
• Comprehensive health and dental benefits
• Employee Share Purchase Plan with company matching
• Learning and Development support tailored to you
• An inclusive, collaborative culture where your voice matters
• Fun company events that keep us connected