Operations Coordinator

The Walter Fedy Partnership; Kitchener; On-site; CAD 52,000 - 76,000; Full time

Job summary

AEC Developments is seeking an Operations Coordinator to support the office and project teams in a fast-paced construction environment in Southwestern Ontario. You will manage day-to-day processes, maintain records, and help ensure timely communication among management, field teams, and clients.

The role requires strong organization, proactive problem-solving, and experience with construction-related project administration.

Qualifications

• Post-secondary education in business administration, operations, construction administration, or a related field is preferred.
• Three+ years of experience in operations coordination, project administration, or office administration; construction/engineering experience is a plus.
• Strong written and verbal communication, accuracy, and professional presentation.

Responsibilities

• Lead or support departmental initiatives, including adapting new software systems, process improvements, and branding updates.
• Collaborate with Finance to prepare monthly project invoices, track receivables, and support compliance with payment requirements.
• Prepare and administer contracts, purchase orders, change documentation, and related records.
• Monitor insurance certificates, licences, prequalification records, and other compliance documentation.
• Coordinate subcontractor and supplier onboarding, contact records, and supporting payment documentation.
• Provide day-to-day operational support to management, project managers, estimators, accounting, and site teams.
• Support health and safety administration by maintaining records and coordinating required training documentation.
• Perform other coordination and administrative duties to support operations.

Skills

MS 365

Word

Excel

Outlook

Teams

SharePoint

Education

Post-secondary education in business administration/operations/construction administration or related field

Tools

Procore

ERP systems

Job description

Role At A Glance

The Operations Coordinator provides comprehensive operational and administrative support to the company’s office and project teams. This role coordinates day-to-day business processes, maintains accurate records, supports project and financial workflows, and facilitates timely communication among management, field personnel, clients, consultants, subcontractors, suppliers, and other stakeholders. The successful candidate will be highly organized, dependable, proactive, and comfortable managing multiple priorities in a fast-paced construction environment.

What you will do

• Lead or support departmental initiatives, including adaptation of new software systems, process improvements, branding updates, and other operational related projects.
• Work in collaboration with Finance team to prepare monthly project invoices, track receivables, and support compliance with applicable Prompt Payment legislative requirements.
• Prepare and administer contracts, purchase orders, change documentation, and related approval records.
• Monitor insurance certificates, licences, prequalification records, and other compliance documentation, and follow up on expiries or outstanding items.
• Coordinate subcontractor and supplier onboarding, contact records, statutory declarations, and supporting payment documentation.
• Provide day-to-day operational support to senior management, project managers, estimators, accounting personnel, and site teams.
• Support health and safety administration by maintaining records, distributing forms and notices, and coordinating required training documentation.
• Perform other reasonable coordination and administrative duties that support company operations and successful project delivery.

What you bring to the table

• Post-secondary education in business administration, operations, construction administration, or a related field is preferred.Three or more years of experience in operations coordination, project administration, or office administration; experience in construction, engineering, or a related industry is an asset.
• Proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint.
• Experience with Procore or comparable construction management software and familiarity with accounting or ERP systems.
• Strong written and verbal communication skills, with careful attention to accuracy, grammar, and professional presentation.
• Demonstrated ability to coordinate multiple workflows, prioritize competing deadlines, and follow through on outstanding items.
• Ability to handle confidential and commercially sensitive information with discretion.
• Knowledge of construction terminology, project documentation, subcontractor processes, and basic financial workflows is an asset.
• Knowledge of health and safety legislation, and use of safety management systems such as Site Docs.
• A valid driver’s licence and access to reliable transportation may be required for occasional travel to project sites or other offices.

Core Competencies

• Planning, organization, and time management
• Operational coordination and follow-through
• Accuracy and attention to detail
• Professional communication and customer service
• Initiative, reliability, and sound judgement
• Collaboration and relationship management
• Problem-solving and adaptability
• Confidentiality and integrity
• Process improvement and accountability

Working Conditions

This position is primarily office-based and involves regular computer and telephone use, with frequent coordination across office and project teams. Occasional travel to project sites or other offices may be required. Periodic overtime may be necessary to support tender deadlines, project milestones, month-end activities, or other operational priorities.

Why AEC Developments?

AEC Developments is a trusted construction management firm serving commercial, institutional and industrial clients in Southwestern Ontario. Since 1974, we have been committed to innovation, collaboration, and flexibility in our project delivery approach. Our team integrates the owner, designer, and constructor in a collaborative manner that ensures every project is seamlessly delivered. We offer a wide range of professional construction services, including construction management, design-build, and pre-construction services. At AEC Developments, we believe in setting your project up for success and providing a streamlined project delivery approach.

Join us and be part of a versatile and professional construction management team that values your skills and experience. We are excited about the prospect of having you on board and advancing our mutual goals and interests.

AEC Developments strives to create a culture of inclusivity and diversity. We strongly encourage applications from all qualified individuals, including those from groups traditionally underrepresented in the workforce. We are committed to equal opportunity hiring practice and will not discriminate on the basis of race, religion, colour, creed, national origin, citizenship, status, age, sex, gender identity/expression, marital or domestic partnership status, or disability.

Should you require accommodation to participate in the application process, please contact [e-mail] or call 519-904-3050.