Project Coordinator

Modern Niagara; Hamilton; Hybrid; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Defined Contribution Pension Plan

Health & Dental benefits

Health Spending Account

Employee Assistance Program

Vacation package

Parental Leave Top-Up

Job summary

Modern Niagara is seeking a Project Coordinator in Hamilton, ON to support Project Managers and field teams. You will organize documents, manage drawings from suppliers, and keep schedules, budgets, and WIP forecasts up to date using Fieldpoint and other tools.

You will assist with startup and closeout documentation, maintain robust project communications, and help ensure invoices and required documents are collected for timely billing.

Qualifications

• Post-secondary education in Construction Management or related field.
• 1+ years of Project Coordination experience in construction/HVAC environment.
• Strong MS Office skills (Outlook, Word, Excel).
• Excellent organizational and communication skills.

Responsibilities

• Provide administrative and coordination support to Project Managers, Project Teams, and field staff.
• Organize, distribute, and maintain project-related documents and drawings from manufacturers, suppliers, and subcontractors.
• Perform data entry and system updates, including purchase orders, change orders, WIP forecast updates, schedules and budgets.
• Set up jobs in ERP systems (e.g., Fieldpoint) and communicate job details to project stakeholders.
• Create, log, and track all project communications and documentation.
• Prepare project start-up binders and project close-out documentation (O&M manuals, as-builts).
• Maintain document control for all site and project paperwork.
• Support invoicing processes with billing sheets, invoices, and required documents.

Skills

MS Office proficiency

Organizational skills

Communication skills

Deadline-driven

Education

Post-secondary education in Construction Management or related

Tools

Fieldpoint ERP

Job description

The Project Coordinator works closely with the Project Manager to support the successful execution of large Industrial, Commercial and Institutional construction projects. This role provides both technical and administrative assistance to ensure projects progress efficiently, meet deadlines, and align with Modern Niagara standards.

Why This Role Matters to Modern Niagara

Project Coordinators play a key role in maintaining project organization, supporting both field and office teams, and ensuring the accurate flow of information. Their contributions directly impact project delivery, operational efficiency, and overall client satisfaction.

Key Impact / Purpose

• Support project delivery through coordination of documentation, schedules, and system updates.
• Enable effective collaboration between Project Managers, technicians, subcontractors, and suppliers.
• Ensure accuracy and consistency in project data, financial tracking, and reporting.
• Contribute to continuous improvement through participation in project reviews and operational processes.

Duties and Responsibilities :

• Provide administrative and coordination support to Project Managers, Project Teams, and field staff.
• Organize, distribute, and maintain project-related documents and drawings from manufacturers, suppliers, and subcontractors.
• Perform data entry and system updates, including:
  • Purchase orders (subcontractors, suppliers, manufacturers)
  • Change orders and change notices
  • Work-in-progress (WIP) forecast updates
  • Construction schedules and project budgets
• Set up jobs in ERP systems (e.g., Fieldpoint) and communicate job details to project stakeholders.
• Create, log, and track all project communications and documentation.
• Prepare project start-up binders and project close-out documentation, including O&M manuals and as-builts (both digital and hard copy).
• Maintain document control for all site and project paperwork.
• Support invoicing processes, including:
  • Preparing and distributing monthly billing sheets
  • Processing invoices and statutory documentation
  • Ensuring required documents (e.g., WSIB, insurance certificates, statutory declarations) are collected and submitted
• Coordinate with subcontractors to ensure timely submission of required documentation.
• Participate in project meetings, including turnover meetings, site meetings, and operational reviews; take and distribute meeting minutes as required.
• Assist with technician coordination, including daily check-ins, scheduling support, and responding to field requests.
• Support project-specific requirements such as permits, safety documentation, and procedures.
• Assist with pre-qualification packages and estimating data organization.
• Perform additional related duties as required under the direction of the hiring manager.

Must-haves:

• Post-secondary education in Construction Management, Mechanical Engineering, or an equivalent combination of education and experience.
• 1+ years of Project Coordination experience within the construction, HVAC, or mechanical contracting industry.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Clear and effective communication skills, both written and verbal.
• Ability to work in a fast-paced, deadline-driven environment with a strong sense of urgency.

Nice-to-haves:

• Experience with ERP systems or project/construction management software (e.g., Fieldpoint).
• Exposure to project financial processes, including budgeting and forecasting.
• Strong problem-solving skills and ability to manage multiple priorities simultaneously.
• Experience supporting field teams or working in a construction environment.

This is a new position. Expected annual compensation: $50,000 – $65,000

• Defined Contribution Pension Plan with generous employer contributions
• Flexible Health and Dental benefits with tiered options
• Annual Health Spending Account
• Employee and Family Assistance Program (24/7 confidential support)
• Competitive vacation package with additional vacation over tenure
• Employer-paid Parental Leave Top-Up