Project Coordinator

Kaizen Lab Inc.; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

A leading architectural firm in Canada is seeking a highly organized Project Coordinator to support various architectural projects in their Toronto studio. The successful candidate will assist with project administration, documentation, and coordination among teams, ensuring smooth project delivery and compliance with standards. This role demands strong organizational skills and the ability to thrive in a fast-paced, collaborative environment.

Benefits

Opportunities for mentorship and professional growth

Comprehensive benefits including health and dental

Competitive compensation with annual profit share

Wellness initiatives and social events

PATO Days for additional time off

Qualifications

• 5+ years of experience in a coordination or administrative role supporting architectural, engineering, or construction projects.
• Strong understanding of project phases, workflows, and financial/contractual processes in a design and construction context.
• Ability to manage multiple tasks and meet tight deadlines with accuracy.

Responsibilities

• Support Project Managers with project documentation and financial controls.
• Assist with project closeout processes including occupancy letters and inspection documentation.
• Coordinate internal and external meetings, including agenda preparation and minute-taking.

Skills

Organizational skills

Interpersonal communication

Client service orientation

Attention to detail

Education

Degree or technical diploma in Architecture, Engineering, or Construction Management

PMP certification

Tools

Microsoft Office Suite

Adobe Acrobat

BlueBeam

Deltek Vantagepoint

MS Project

Job description

Introduction

At Zeidler Architecture, we believe that design has thepower to shape experiences and transform communities. As a leading Canadianarchitectural practice with a legacy spanning over 70 years, we are known fordelivering thoughtful, innovative, and enduring design solutions across sectorsand geographies.

Rooted in a deep commitment to collaboration, designexcellence, and sustainability, Zeidler brings together a diverse team ofprofessionals united by a shared purpose: to create impactful architecture thatconnects people and elevates the built environment.

We are currently seeking a highly organized and proactiveProject Coordinator to join our Toronto Studio.

Job Summary

The Project Coordinator supports the successful delivery ofarchitectural projects by providing administrative, contractual, anddocumentation assistance throughout all phases—pre-permit, design,construction, and closeout. This role ensures coordination across internalteams, consultants, and authorities, while maintaining accurate and timelydocumentation. The ideal candidate brings strong organizational skills, a clearunderstanding of project workflows, and the ability to work collaboratively ina fast-paced, in-office environment.

Key Responsibilities

Project Administration + Coordination

• Support ProjectManagers, Operations and/or Partners-in-Charge with project documentationincluding certificates of payment, consultant certificates, and relatedforms.
• Assist inimplementing project management plans and financial controls, track andreport on project progress and deliverables.
• Providecoordination and administrative support throughout the full projectlifecycle—design, permitting, construction, and closeout.
• Support projectsetup, including resourcing, file creation, and maintenance ofproject-specific documentation and filing systems.
• Lead documentcontrol processes and manage the exchange of drawings, contracts, andproject correspondence in compliance with internal standards.
• Prepare,distribute, and track purchase orders, project schedules, and milestonedocumentation such as RFIs, shop drawings, and payment certifications.
• Coordinateinternal and external meetings, including agenda preparation,minute-taking, and follow-up on action items.
• Assist withproject closeout processes including occupancy letters, inspectiondocumentation, and authority signoffs.

Design + Documentation

• Assistwith drafting and coordinating contracts and subconsultant agreements,including tracking deliverables, signatures, and project requirements.
• Liaisewith municipal authorities to coordinate permit packages, Business IDapplications, inspections, and submissions—including specialized City ofCalgary requirements.
• ManageBusiness User IDs for Calgary staff to facilitate permit and submissionaccess.
• Workwith Finance, Operations and Project Managers to maintain insurance andWorkSafe documentation for project teams and subconsultants.
• SupportPartners, Operations and PMs with Notarius digital stamping and signatureworkflows.
• Ensureall work aligns with the firm’s Project Delivery standards, includingproper use of filing systems, adherence to architectural procedures, andcompliance with drawing and documentation protocols.

Team + Culture

• Collaborateacross internal departments including Accounting, HR, Marketing andOperations to support integrated project delivery.
• Communicateproactively and effectively with external consultants, contractors, andauthorities having jurisdiction.
• Upholdfirm-wide documentation, health and safety, and QA/QC standards in allproject support activities.
• Activelycontributes to a collaborative studio environment that values flexibility,teamwork, and a high level of accountability.
• Ableto work in a collaborative, in-office environment (100% in-office presencerequired to support direct team engagement and effective cross-functionalcoordination).

Qualifications

• 5+years of experience in a coordination or administrative role supportingarchitectural, engineering, or construction projects.
• Degreeor technical diploma in Architecture, Engineering, ConstructionManagement, or a related field preferred.
• Strongunderstanding of project phases, workflows, and financial/contractualprocesses in a design and construction context.
• PMPcertification is considered an asset.
• Demonstratedclient service orientation and excellent interpersonal communicationskills.
• Familiaritywith construction and consultant contracts, insurance requirements, anddocumentation protocols.
• Proficiencyin Microsoft Office Suite and Adobe Acrobat; experience with BlueBeam,Deltek Vantagepoint, and MS Project is an asset.
• Exceptionalorganizational skills and attention to detail; able to manage multipletasks and meet tight deadlines with accuracy.

Why Join Us?

AtZeidler, you’ll be part of a nationally respected architectural practice withdeep Canadian roots and a legacy of award-winning work across sectors—fromcivic landmarks and community spaces to advanced research and workplaceenvironments.

Wefoster a collaborative, inclusive studio culture that values creativity,accountability, and design integrity. With studios in Toronto, Calgary,Vancouver, and Victoria, we offer the opportunity to work on projects acrossthe country and beyond, supported by teams who are passionate aboutarchitecture’s potential to make a positive impact.

Here’swhat you can expect as part of our team:

• A respectful, supportive,and engaging in-office environment
• Opportunities formentorship, leadership, and professional growth at all levels
• A strong commitment tosustainability and continuous learning
• Competitive compensationwith an annual profit share
• Comprehensive benefits,including extended health and dental, EFAP, wellness spending, andprofessional membership reimbursement
• PATO Days (additionaltime off around long weekends and holiday closures)
• Wellness initiatives,training programs, and social events that strengthen our studio culture

Ifyou're a motivated and inspired individual who thrives in a fast-paced,design-driven environment and is excited to grow within a collaborative team,we’d love to hear from you.

Zeidleris committed to equal opportunity for all employees and applicants, and westand by our principles for a diverse, equitable and inclusive workplace.