Project Coordinator

The Project Coordinator supports the Project Manager and Shop Manager in keeping projects organized, on track, and aligned with ITF’s systems and processes.

This role is the central point of coordination for documentation, communication, and day-to-day project administration. The PC ensures the team has the right information at the right time, follows established processes, and stays accountable to schedules and deliverables.

The position requires strong organization, attention to detail, and a proactive approach to problem-solving and team coordination.

Core Responsibilities

1. Project Administration & Documentation Control

• Support the Project Manager with all assigned project deliverables

• Manage and maintain all project documentation within ITF systems

• Ensure current drawings, specifications, and project information are properly distributed

• Draft subcontracts, purchase orders and change orders for PM review and approval

• Track compliance documentation from sub-trades and suppliers

• Maintain organized digital and physical project files

2. Procurement & Tender Support

• Participate in the tender process, including drafting scopes of work (SOW)

• Upload and manage tender documentation within tendering platforms

• Source and price materials with ITF supply partners

• Prepare quantity take-offs and assist with cost estimates

• Manage material returns, credits, and purchasing documentation

• Prepare monthly invoices and track financial progress

3. Coordination & Communication

• Coordinate sub-trades, consultants, AHJs

• Draft RFIs for PM review, distribute, and track responses

• Coordinate production of shop drawings in accordance with project schedule

• Attend meetings, prepare and distribute meeting minutes

• Establish team to-dos and follow up to ensure completion

• Coordinate deliveries and logistics with field team

• Coordinate required submissions

4. Field & Operational Support

• Support Shop Manager with templates, checklists, and documentation tools

• Assist with production scheduling and labour requirement tracking

• Ensure WorkSafe compliance documentation is maintained

• Track compliance reporting for PM review

• Record hours accurately for billing purposes

5. Systems, Technology & Continuous Improvement

• Develop and improve company templates and processes

• Assist team members in learning and utilizing digital tools

• Learn and support BIM workflows (CadWork, Bluebeam)

• Maintain lessons learned logs and contribute to process improvement

• Participate in Operations and Business Improvement meetings

• Support general office systems, technology setup, and administration

Qualifications & Experience

• 1–2 years experience in a Project Coordinator role (preferred)

• Site experience in residential and/or commercial construction

• Familiarity with construction management processes

• Strong organizational and time management skills

• Ability to manage multiple projects concurrently

• Proficient in Google Workspace

• Experience with BIM and construction software platforms

• Positive attitude, proactive mindset, and willingness to learn

• CADwork experience is an asset

Key Competencies

• High attention to detail

• Strong written and verbal communication

• Process discipline and documentation rigor

• Accountability and follow-through

• Collaborative team mindset