Project Coordinator

About Us

At Bienenstock Natural Playgrounds, we connect children with nature by creating natural play opportunities that emphasize creativity, interaction, and pedagogy. Our team is a diverse group of designers, educators, fabricators, and constructors, dedicated to fostering natural curiosity, creativity, and a sense of adventure through our playgrounds and educational initiatives.

Position Overview

We are seeking a highly organized and proactive Project Coordinator to join our team. In this role, you will support the planning, coordination, and assist in the oversight of landscape construction projects, ensuring that all project requirements, schedules, and documentation are tracked. You will liaise with clients, internal teams, and subcontractors to help maintain the quality and integrity of every project and will act as an internal bridge between field staff, Project Managers, and the COO.

The ideal candidate is detail-oriented, has a strong sense of follow-through, and aligns closely with the company's mission. With experience using project management tools and exposure to construction or landscape construction environments, you will support the successful delivery of projects on time, within budget, and to Bienenstock's quality standards.

Key Responsibilities

Client and Stakeholder Management

• Communicate and follow up with clients and Project Managers to support clarity and alignment on project progress, start times, and next steps.
• Coordinate and schedule meetings with clients and Project Managers as per contract requirements.
• Support contract administration by tracking deliverables and client expectations.
• Maintain accurate project documentation, schedules, and updates in line with agreed deliverables.

Project Management and Coordination

• Support the development and maintenance of project schedules to assist with timely and budget-compliant delivery.
• Track internal timelines, deliverables, and action items, and follow up with team members as needed.
• Participate in pre-installation planning meetings and post-project evaluations to support continuous improvement.
• Track deliverables and document progress using project management tools and systems.
• Support estimating activities, including RFP and RFQ preparation and documentation.

Procurement

• Support the administration of subcontractor and vendor agreements, ensuring documentation is complete and organized.
• Assist with procurement processes, including vendor account setup, material sourcing, and purchase orders.
• Coordinate material orders and communicate with vendors regarding deliveries.
• Track materials and deliveries to support alignment with project timelines and quality specifications.
• Document subcontractor work, flag deficiencies, and escalate issues to the Project Manager and COO as required.

Budgeting and Cost Control

• Provide administrative support related to project costs, budgets, and invoicing.
• Assist with tracking accounts receivables, accounts payables, and work-in-progress information.
• Support job costing and profitability tracking by keeping accurate records of materials, labour, and time.
• Assist the COO and Project Manager with change order documentation and cost tracking for internal and client-facing updates.

Qualifications

• 2-5 years of experience in project coordination, estimating, purchasing, or related roles.
• Experience working in landscape construction, construction, horticulture, design, or related industries is preferred.
• Strong organizational skills with the ability to manage multiple priorities and competing deadlines; high attention to detail.
• Excellent verbal and written communication skills to collaborate effectively with clients, internal teams, and subcontractors.
• Strong working knowledge of project planning tools and software, including proficiency in Google Workspace and Microsoft Office; familiarity with CAD and Buildertrend is an asset.
• Interest in developing a career in project coordination or project management within a construction or landscape environment.
• Working towards PMP Certification or equivalent qualification is preferred.
• Strong understanding of and commitment to Bienenstock's mission of connecting people with nature through natural playgrounds and outdoor spaces.

This posting is for a new vacancy. Our hiring process does not involve the use of artificial intelligence to screen, assess, or select applicants.

Location

Hamilton, Ontario

Employment Type

Full-Time

Minimum Experience

Mid-level

Compensation

$55,000 – $65,000 / year