Junior Project Coordinator

Ingenuity Development Inc.; Oakville; On-site; CAD 45,000 - 65,000; Full time

Job summary

Ingenuity Development Inc. in Oakville is seeking a Junior Project Coordinator to join the project delivery team.

The role reports to the Director, ICI Construction and involves overseeing daily administrative tasks across projects, including timelines, schedules, approvals, and contracts. You will work closely with Project Managers and cross-functional teams to coordinate meetings, prepare documents, and manage vendor communications.

Qualifications

• Degree or Diploma in Project/Construction Management, or Architectural Sciences, Civil Engineering.
• 5+ years of experience supporting Construction Managers in the delivery of construction projects.
• Proficiency in project/construction management software.
• Knowledge of building construction and property development industries.
• Familiarity with construction methods.
• Effective communication skills (verbal, written, presentation).
• Ability to work independently and in a team.
• Flexible to changing priorities.
• MS Office tools and Procore or similar Construction ERP.

Responsibilities

• Coordinate schedules with Project Managers and track project progress.
• Attend site and client meetings; create and update meeting minutes.
• Create and manage deficiency lists and project photos.
• Assist with tender and contract preparation; schedule Tender meetings.
• Assist with change orders execution and budget monitoring.
• Collect project drawings; liaise with consultants, architects, and designers.
• Coordinate permit application processes.
• Ensure timelines align with project notifications.
• Communicate with vendors about invoices, POs, payments.
• Prepare closeout documents and documentation procedures.
• Maintain regular status reports and project database updates.
• Assist with vendor onboarding and system setup.

Skills

MS Office

Procore

Communication

Teamwork

Scheduling

Education

PM/Construction Management degree

Tools

Construction ERP

Procore

Job description

Looking for an exciting opportunity in Project Coordination?

Are you a people person who likes to be in the middle of the action? Do new challenges and projects excite you? Are you a self-starter who works well in a high energy team environment? Let’s have a chat.

We are looking for a full-time Junior Project Coordinator to work out of our head office in Oakville. This role reports directly to the Director, ICI Construction and offers a competitive salary plus full benefits.

ABOUT US:

Ingenuity Development is a rapidly growing general contractor and construction manager that has earned a reputation for integrity and quality construction. Opened in 2007 by our three principals, Mario, Peter, and Matthew, Ingenuity is known for bringing a passion for craftsmanship and an emphasis on relationships to commercial construction projects.

Our secret to success is simple: hire great people and trust them to excel in their roles while continuously improving how we deliver results. Here’s the formula: Happy Team = Happy Clients.

ABOUT THE ROLE:

Ingenuity currently has an opportunity for a Junior Project Coordinator. This is an exciting opportunity to work collaboratively as a key member of the firm’s project delivery team. Reporting to the Director, ICI Construction, the Junior Project Coordinator is responsible for overseeing and managing daily administration tasks for assigned projects including timelines, schedule, notifications, approval processes, contracts, etc.

Key Responsibilities:

Project Coordination:

• Work closely with Project Managers, coordinating schedules, communicating project progress, assisting with documents and processes.
• Coordinate and attend site meetings and project team/client meetings. Create and update meeting minutes.
• Create and manage deficiency lists and project photos.
• Participate in tender and contract preparation – coordinate tender receipt and opening. Schedule and attend Tender meetings.
• Assist with execution of Change Orders.
• Assist with Budget monitoring and updates.
• Assist with collecting project-related drawings. Communicate with consultants, architects, and interior designers.
• Coordinate the permit application process.
• Assist to ensure construction timelines are up-to-date and in accordance with project notifications.
• Communicate with vendors on an ongoing basis: site-related coordination, invoices, POs, payments, etc.
• Ensure the issuance of the closeout checklist and submission of closeout documents.
• Ensure execution of proper documentation and process for every project.
• Work closely with the accounting department in collecting monthly project progress information from Project Managers.
• Maintain regular status reports by updating the project database.
• Contact new vendors and collect vendor information for system set-up.
• Ensure all contractor and vendor teams are in compliance with licensing, insurance, and WSIB requirements.
• Assist team members with any training and use of implemented processes and programs.
• Other administrative duties as required on a daily basis.

Cross-Functional Support:

• Office Coverage: Provide backup support to the Office Department as needed to ensure consistent coverage in the office. This will include, but not be limited to, assisting with office management, front desk support, and other administrative tasks.
• Departmental Support: Support the HR department and other teams on additional projects and initiatives in an administrative capacity as needed, assisting with tasks such as document preparation, filing systems, event coordination, and general office duties.

ABOUT YOU:

You are Perfect for this Role Because:

• You have a Degree or Diploma in Project/Construction Management, or Architectural Sciences, Civil Engineering.
• You have 5+ years of experience supporting Construction Managers in the delivery of construction projects.
• You are proficient in the use of project/construction management software.
• You have knowledge of the building construction and property development industries.
• You have familiarity with construction methods.
• You have effective communication skills, including verbal, written, and presentation skill.
• You have a proven ability to work effectively both independently and in a team-based environment.
• You have demonstrated willingness to be flexible and adaptable to changing priorities.
• You are skilled with the use of Microsoft Office tools as well as Procore or similar Construction ERP.

Location:

We are located at 2275 Upper Middle Road East, Suite 601, Oakville, ON L6H 0C3. Our office is easily accessible from the 403 and 407.

Ingenuity builds more than just projects — we build trust, partnerships, and lasting value that stands the test of time.