Project Coordinator

The Infrastructure Project Coordinator supports the planning, execution, and closeout of projects by providing administrative, project controls, and coordination support to Project Managers and field teams. This role assists with document control, cost and schedule tracking, procurement coordination, reporting, and compliance to help ensure projects are delivered safely, efficiently, and in alignment with contractual and divisional requirements. The Project Coordinator plays a critical role in supporting project execution and maintaining accurate project information throughout the project lifecycle.

Key Responsibilities:

• Support Project Managers with day-to-day project administration from award through closeout.
• Maintain organized and up-to-date project files including contracts, drawings, RFIs, submittals, shop drawings, correspondence, and logs.
• Assist with document control processes to ensure timely distribution and tracking of project information.
• Prepare meeting agendas, meeting minutes, and action item logs for internal and external meetings.
• Assist with maintaining project schedules and progress updates as directed by the Project Manager.
• Collect progress information from field teams and subcontractors.
• Support look-ahead schedules and reporting on upcoming activities and constraints.
• Assist with project budget setup, cost coding, and committed cost tracking.
• Support preparation of monthly cost reports, forecasts, and WIP inputs.
• Track quantities, production data, and cost performance information.
• Assist with change management documentation, logs, and backup preparation.
• Support procurement activities including issuing bid requests, tracking quotations, and compiling bid comparison summaries.
• Assist with preparation and administration of purchase orders and subcontract documentation.
• Track subcontractor compliance requirements, insurance, bonding, and documentation.
• Coordinate material deliveries and procurement schedules with site teams.
• Assist with tracking contract requirements, permits, inspections, testing, and reporting obligations.
• Support RFI, submittal, and approval workflows to help prevent schedule impacts.
• Assist with safety documentation, quality records, and compliance tracking.
• Support monthly progress billing preparation including backup documentation and quantity tracking.
• Assist with subcontractor invoice review and payment processing.
• Maintain logs for billing, holdbacks, change orders, and commercial correspondence.
• Assist with compilation of closeout documentation including as-builts, O&M manuals, warranties, and final reports.
• Support deficiency tracking and resolution documentation.
• Assist with post-project reviews, lessons learned, and estimate-to-actual data collection.
• Coordinate the request of utility locates and ensure all locates remain current and valid throughout the project lifecycle
• Conduct field measurements to verify quantities and confirm alignment with project drawings and specifications
• Prepare accurate quantity takeoffs from construction drawings to support estimating, procurement, and project controls
• Adhere to all company policies and procedures.
• Perform any other duties that may be assigned, whether specifically or generally related to the role.

Required Knowledge and Experience:

• 2–6 years of experience in civil or infrastructure construction in a project coordination, project administration, or similar support role.
• Post-secondary education in Construction Management, Civil Engineering Technology, Engineering, or an equivalent combination of education and experience.
• Working knowledge of infrastructure construction scopes including earthworks, underground utilities, restoration, and traffic control.
• Ability to read and interpret construction drawings, specifications, and project documentation.
• Proficiency with Microsoft Office, particularly Excel.
• Familiarity with project scheduling, document control, and construction management systems (e.g., Procore, MS Project, Primavera, or similar) considered an asset.
• Strong organizational and document management skills with attention to detail.
• Ability to manage multiple tasks in a fast-paced construction environment.
• Strong written and verbal communication skills.
• Team-oriented mindset with a willingness to learn, take direction, and support Project Managers and field teams.