Project Coordinator

New Age Group; Vaughan; On-site; CAD 47,000 - 57,000; Full time

Benefits offered by this job

Extended health and dental benefits

Career advancement opportunities

Company training and certification

Supportive team environment

Job summary

The New Age Group is seeking a Project Coordinator to support the Project Manager in planning, procurement, scheduling, documentation, and delivery of security and technology integration projects in Concord/Vaughan, Ontario.

You will manage project files, coordinate with suppliers, assist field scheduling, prepare status reports, and track costs and closeout documentation. The role requires strong communication and organization and proficiency with Microsoft 365.

Qualifications

• Excellent written and verbal communication skills.
• Ability to read and interpret project drawings, specifications, and scopes of work is an asset.
• Strong organizational, planning, and time-management skills.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.

Responsibilities

• Assist Project Managers with project execution and coordination.
• Create and maintain project files, documentation, and reports.
• Track schedules, milestones, and deliverables; generate status reports.
• Coordinate documentation, change orders, and close-out requirements.
• Support procurement: create POs, track deliveries, and communicate with suppliers.
• Assist with site visits, field scheduling, and vendor coordination.

Skills

Project coordination

Documentation

Scheduling

Communication

Procurement

Microsoft 365

Confidentiality

Time management

Customer service

Problem solving

Tools

AutoCAD

Smartsheet

Microsoft Project

QuickBooks

ERP Systems

Job description

Project Coordinator – Security Systems & Technology Integration

Location: Concord/Vaughan, Ontario

About Us

For over 25 years, The New Age Group has delivered trusted security and technology solutions, specializing in video surveillance, access control, communications, networking, and infrastructure systems. We thrive in a fast-paced environment, working on innovative and impactful projects while helping organizations protect their people, property, and operations.

Position Summary

The Project Coordinator will support the Project Manager in the planning, procurement, scheduling, documentation, and successful delivery of security and technology integration projects.

Key Responsibilities

Project Administration

• Assist Project Managers with project execution
• Create and maintain project files and documentation
• Track project schedules, milestones, and deliverables
• Coordinate project documentation and reporting
• Generate project status reports
• Track action items, deficiencies, and project close-out requirements

Procurement & Materials Management

• Create purchase orders and get approved by PM
• Coordinate material ordering and procurement
• Communicate with suppliers, distributors, and manufacturers
• Track deliveries, lead times, and backorders
• Verify material receipts against project requirements
• Maintain project material logs and inventory records

Scheduling & Resource Coordination

• Assist the PM with field technicians and subcontractors scheduling
• Assist the PM to coordinate site visits, inspections, and service calls
• Assist the PM to coordinate commissioning and system handover activities
• Assist with manpower planning and resource allocation
• Assist the PM to organize project meetings and internal coordination activities

Documentation & Reporting

• Assist the PM to maintain project drawings and revision control
• Assist the PM to organize manuals, warranties, test reports, and closeout documentation
• Assist the PM to track change orders, approvals, and customer requests
• Assist the PM with project closeout packages and turnover documentation
• Assist the PM to maintain accurate project records within company systems

Customer Communication

• Assist the PM to coordinate customer meetings and site visits
• Assist the PM to prepare and distribute meeting minutes
• Assist the PM communicate project schedules, updates, and key milestones

Financial Support

• Assist the PM with progress billing and invoicing
• Assist the PM to track project costs and expenses
• Assist the PM to support change order preparation and documentation
• Assist the PM with collections and project-related administrative functions

Qualifications

Required

• Excellent written and verbal communication skills
• Ability to read and interpret project drawings, specifications, and scopes of work is considered an asset
• Strong organizational, planning, and time-management skills
• High attention to detail with the ability to manage multiple priorities simultaneously
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Professional demeanor with strong customer-service and relationship-building skills
• Ability to work independently, take initiative, and follow through on commitments
• Strong problem-solving and decision‑making abilities
• Reliable, punctual, and highly accountable
• Comfortable working in a fast‑paced environment supporting multiple projects and field teams
• Must demonstrate integrity, professionalism, and discretion when supporting security-sensitive projects
• Ability to work with confidential information and security‑related documentation

Preferred

Experience with the following is considered an asset:

• AutoCAD
• Smartsheet
• Microsoft Project
• QuickBooks
• ERP Systems

Previous experience supporting projects within government, education, healthcare, transportation, enterprise, or critical infrastructure environments is considered an asset.

What We’re Looking For

• Organized and detail‑oriented
• Professional and customer‑focused
• Confident coordinating multiple priorities simultaneously
• Comfortable working with field personnel, clients, and vendors
• Proactive and solutions‑driven
• Committed to quality and accountability
• Interested in building a long‑term career within the security and technology industry

Key Success Metrics

• Projects delivered on schedule
• Material shortages minimized
• Accurate and timely project documentation
• Timely project billing and administrative processing
• High customer satisfaction
• Effective coordination between office and field teams

Compensation & Benefits

• Competitive salary
• Extended health and dental benefits
• Company training and certification opportunities
• Career advancement opportunities
• Supportive team environment
• Exposure to leading security, networking, and technology platforms

Salary: $52,000 per year, based on experience and qualifications.