Project Coordinator

Bilinguallink; Toronto; On-site; CAD 55,000 - 72,000; Full time

Job summary

Maxxit Systems Inc. is seeking a full-time Project Coordinator to support architectural metal fabrication projects from handoff to closeout.

You will coordinate documentation, schedules, procurement follow-up, and cross-functional communication across PM, Engineering, Production, and Procurement. The role emphasizes organization, attention to detail, and the ability to manage multiple deadlines in a fast-paced manufacturing environment.

Qualifications

• Diploma or degree in Project Management, Construction Management, Engineering Technology, Business Administration, or related field preferred.
• Equivalent experience in project coordination within manufacturing, construction, or fabrication environments will be considered.
• 2-5 years of project coordination, project administration, or related experience.
• Experience in architectural metal fabrication, construction, manufacturing, or building products preferred.
• Experience supporting custom, engineered-to-order, or project-based manufacturing environments is an asset.
• Strong organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Strong follow-up and coordination skills.
• Ability to work effectively across departments and with external stakeholders.
• Problem-solving mindset with strong sense of urgency.
• Ability to read and interpret project documentation and technical drawings is an asset.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and Smartsheet.
• Experience with ERP systems, project tracking tools, and document control platforms.
• Experience with Bluebeam, AutoCAD, or similar construction/project software is an asset.
• Familiarity with project schedules, submittals, and change management workflows preferred.

Responsibilities

• Support Project Managers in the execution of architectural metal fabrication projects from release through closeout.
• Assist with project setup, document organization, and internal handoff coordination.
• Maintain project files, logs, and documentation in company systems and shared project folders.
• Track project milestones, deliverables, and key action items to support on-time execution.
• Prepare and distribute meeting minutes, action logs, and follow-up items.
• Assist in maintaining project schedules, status updates, and internal reporting.
• Monitor outstanding items and follow up with internal teams to maintain project momentum.
• Manage and maintain project documentation including drawings, submittals, RFIs, change orders transmittals meeting minutes, schedules and site documentation.
• Ensure project documentation is current, organized, and properly distributed.
• Support document tracking and revision control to ensure teams are working from current information.
• Assist with compilation and issuance of project closeout documentation.
• Coordinate with Engineering / Design to track drawing status, approvals, and submittal progress.
• Coordinate with Production to support schedule alignment and fabrication readiness.
• Liaise with Procurement to track material status and support vendor follow-up.
• Coordinate with Shipping / Logistics to support delivery scheduling and site requirements.
• Assist in communicating project priorities, updates, and risks across departments.
• Escalate schedule risks, documentation gaps, or coordination issues to the Project Manager.
• Support routine communication with clients, general contractors, suppliers, and subcontractors as directed by the Project Manager.
• Assist with distribution of project updates, documentation, and status information
• Coordinate follow-up on outstanding approvals, schedules, and required project information
• Maintain professional and responsive communication with external stakeholders
• Assist in maintaining project trackers for schedules, submittals, procurement, production status deliveries, deficiencies and closeout items
• Support weekly project reporting and status updates
• Help identify schedule risks, missing information, and overdue action items
• Support standardization of project documentation and coordination processes
• Assist with development and maintenance of templates, trackers, and reporting tools
• Identify opportunities to improve coordination efficiency, communication flow, and project visibility

Skills

Project coordination

Time management

Written and verbal communication

Documentation control

Education

Project Management degree/diploma

Tools

Smartsheet

Excel

AutoCAD

Bluebeam

ERP systems

Job description

WHO WE ARE

Maxxit Systems Inc. works closely with architects and contractors to translate design intent into beautiful, durable, easy-to-install architectural components for commercial and retail projects across North America. With manufacturing facilities in Toronto Ontario, Maxxit specializes in design assist, project management, and fabrication of innovative interior and exterior architectural solutions.

ABOUT THIS OPPORTUNITY

Maxxit Systems inc. is hiring a full-time permanent Project Coordinator. The Project Coordinator supports the successful execution of architectural metal fabrication projects from project handoff through production, delivery, and closeout. This role is responsible for coordinating project documentation, schedules, communication, procurement follow-up, and internal workflow activities to help ensure projects are delivered accurately, on time, and in alignment with client requirements.

This role serves as a key administrative and coordination resource between Project Management, Engineering, Production, Procurement, and Site teams, helping maintain project flow, documentation control, and communication across all stages of execution.

COMPENSATION

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced custom manufacturing environment with multiple deadlines, moving priorities, and cross-functional coordination requirements.

The annual compensation range for this position is $55,000 to $72,000 per year commiserate upon experience.

VACANCY STATUS AND LOCATION

This position is a current position at Maxxit System Inc.

This role will require 4 days per week on site at the Toronto office located at 1000 Martin Grove Rd, Toronto, Ontario, M9W 4V8.

KEY ACCOUNTABILITIES

• Support Project Managers in the execution of architectural metal fabrication projects from release through closeout
• Assist with project setup, document organization, and internal handoff coordination
• Maintain project files, logs, and documentation in company systems and shared project folders
• Track project milestones, deliverables, and key action items to support on-time execution
• Prepare and distribute meeting minutes, action logs, and follow-up items
• Assist in maintaining project schedules, status updates, and internal reporting
• Monitor outstanding items and follow up with internal teams to maintain project momentum
• Manage and maintain project documentation including drawings, submittals, RFIs, change orders transmittals meeting minutes, schedules and site documentation
• Ensure project documentation is current, organized, and properly distributed
• Support document tracking and revision control to ensure teams are working from current information
• Assist with compilation and issuance of project closeout documentation
• Coordinate with Engineering / Design to track drawing status, approvals, and submittal progress
• Coordinate with Production to support schedule alignment and fabrication readiness
• Liaise with Procurement to track material status and support vendor follow-up
• Coordinate with Shipping / Logistics to support delivery scheduling and site requirements
• Assist in communicating project priorities, updates, and risks across departments
• Escalate schedule risks, documentation gaps, or coordination issues to the Project Manager
• Support routine communication with clients, general contractors, suppliers, and subcontractors as directed by the Project Manager
• Assist with distribution of project updates, documentation, and status information
• Coordinate follow-up on outstanding approvals, schedules, and required project information
• Maintain professional and responsive communication with external stakeholders
• Assist in maintaining project trackers for schedules, submittals, procurement, production status deliveries, deficiencies and closeout items
• Support weekly project reporting and status updates
• Help identify schedule risks, missing information, and overdue action items
• Support standardization of project documentation and coordination processes
• Assist with development and maintenance of templates, trackers, and reporting tools
• Identify opportunities to improve coordination efficiency, communication flow, and project visibility

REQUIREMENTS

• Diploma or degree in Project Management, Construction Management, Engineering Technology, Business Administration, or related field preferred
• Equivalent experience in project coordination within manufacturing, construction, or fabrication environments will be considered
• 2-5 years of project coordination, project administration, or related experience
• Experience in architectural metal fabrication, construction, manufacturing, or building products preferred
• Experience supporting custom, engineered-to-order, or project-based manufacturing environments is an asset
• Strong organizational and time management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a deadline-driven environment
• Strong follow-up and coordination skills
• Ability to work effectively across departments and with external stakeholders
• Problem-solving mindset with strong sense of urgency
• Ability to read and interpret project documentation and technical drawings is an asset
• Proficiency in Microsoft Office (Excel, Word, Outlook) and Smartsheet
• Experience with ERP systems, project tracking tools, and document control platforms
• Experience with Bluebeam, AutoCAD, or similar construction/project software is an asset
• Familiarity with project schedules, submittals, and change management workflows preferred

INCLUSION AND EQUAL OPPORTUNITY EMPLOYMENT

Maxxit is an equal opportunity employer and committed to fostering diversity and inclusion in the workplace. We are committed to fair employment practices, and all qualified applicants will receive consideration for employment. We offer accommodation for applicants with disabilities, as required throughout the recruitment process. Accommodations are available on request for candidates taking part in all aspects of the selection process.

RECRUITMENT AND SELECTION PROCESS

All applications submitted are reviewed in detail by our HR team. In certain aspects of the hiring process artificial intelligence (AI) tools may be used, specifically for screening and assessments. These tools support our team and are used to help bring relevant criteria to the foreground and do not replace human judgment. We are committed to using AI responsibly, fairly, and in compliance with applicable employment and anti-discrimination laws.

Interviewed candidates will be notified of the hiring decision within 45 days of their final interview.