Coordinator, Design & Construction

omers; Toronto; On-site; CAD 60,000 - 75,000; Full time

Job summary

Oxford Properties Group is seeking an organized Design & Construction Coordinator to support the operational and administrative functions of the Design & Construction team. You will coordinate project administration, contract and invoice processing, documentation management, reporting, and workflow tracking across multiple active projects.

You will work independently to manage priorities, ensure timely information flow, and maintain consistency across departmental processes, including

Qualifications

• 3+ years of experience in a coordinator, project administration, operations, or administrative support role.
• Experience within Design & Construction, real estate, architecture, or engineering is an asset.
• Excellent verbal and written communication skills across all levels.

Responsibilities

• Serve as central coordinator for administrative and operational activities across the Design & Construction team.
• Coordinate project administration activities including setup, documentation, status reporting, and closeout requirements.
• Support senior leaders by coordinating meetings, scheduling, communications, and travel as needed.
• Manage documentation, vendor onboarding, and invoicing workflows in Ingenious and Basware.

Skills

Project administration

Coordination

Communication

Team collaboration

Education

University degree or related

Tools

Ingenious

Basware

Job description

Choose a workplace that empowers your impact. Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be - and deliver - your best.

We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don't just work anywhere - come build tomorrow together with us.

Oxford Properties Group is a leading global real estate investor, developer and manager. Our Design & Construction team delivers high-quality projects across our portfolio of retail, office and mixed-use assets. We are looking for an organized, proactive Coordinator to help keep our projects and our team running smoothly.

As a Design & Construction Coordinator, you will play a critical role in supporting the operational and administrative functions of the Design & Construction team. This position is responsible for coordinating project administration, contract and invoice processing, documentation management, reporting, and workflow tracking across a portfolio of active projects. While the role provides administrative support to the team, its primary focus is coordinating project processes, operational workflows, documentation, reporting, and system administration across the Design & Construction portfolio.

You will work independently to manage multiple priorities, ensure the timely flow of information and approvals, and help maintain consistency and efficiency across departmental processes.

You Will Be Responsible For

• Serve as the central coordinator for administrative and operational activities across the Design & Construction team.
• Coordinate project administration activities including project setup, documentation management, status reporting, and project closeout requirements.
• Support senior leaders and the broader D&C team by coordinating meetings, scheduling, communications, and other administrative workflows. This may include occasional travel arrangements.
• Initiate correspondence with tenants through the issuance of fixturing notices, welcome and design packages, work authorizations, and chargebacks where required.
• Create new tenant projects in internal status-reporting systems and maintain, update, and distribute status reports as required.
• Support project mobilization and closeout activities by coordinating documentation requirements, site access requests, and administrative controls.
• Create projects in Ingenious, obtain funding approvals through internal workflows, and administer invoices through Ingenious and/or Basware.
• Manage multiple priorities simultaneously, proactively resolve administrative and operational issues, and follow through on assigned initiatives to completion.
• Coordinate with the Legal team to facilitate the preparation, execution, and tracking of consultant, contractor, and construction agreements.
• Develop, maintain, and continuously improve departmental templates, procedures, manuals, and document management practices.
• Coordinate vendor onboarding and act as a resource for vendor and consultant administrative inquiries.
• Identify opportunities to improve workflows, reporting tools, and administrative processes that support project delivery and operational efficiency.

Required Skills & Experience

• 3+ years of experience in a coordinator, project administration, operations, or administrative support role.
• Experience within Design & Construction, real estate, architecture, engineering, or a related industry is considered an asset.
• Ability to read and comprehend construction drawings is considered an asset.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively across all levels.

Preferred Skills & Experience

• A university degree, college diploma or certificate in a related field, or equivalent experience.
• Demonstrated strength in time management and organization, with the ability to prioritize effectively in a fast-paced, demanding environment.
• Strong attention to detail and accuracy.
• Strong financial literacy skills.
• Initiative to identify and improve tasks, projects, or processes that may need attention.
• Sound judgment, a proactive problem-solving approach, and the ability to work independently with minimal supervision.
• A collaborative, service-oriented mindset and the ability to build effective working relationships.