Project Coordinator

ecl.vincere.io; Calgary; On-site; CAD 55,000 - 75,000; Full time

Job summary

A Calgary-based construction firm is seeking a Project Coordinator to support the execution of residential and mixed-use projects. The role involves managing administrative processes, effective communication, and coordination among teams. Candidates should have a diploma or degree in Construction Management, Architecture, or a related field, along with 2–5 years of relevant experience. Proficiency in Microsoft Office and construction management software is preferred. This is a full-time position based in Calgary, AB, with a collaborative work environment.

Qualifications

• Minimum 2–5 years of experience in project coordination or construction administration.
• Experience in multi-family, mixed-use, or residential construction environments is an asset.
• Strong understanding of tendering processes and document control.

Responsibilities

• Support project execution and coordination between different teams.
• Manage administrative processes and maintain documentation.
• Assist in financial and contract administration.

Skills

Project administration

Communication skills

Organizational skills

Detail-oriented

Problem-solving skills

Education

Diploma or degree in Construction Management, Architecture, Engineering

Tools

Microsoft Office Suite

SharePoint

Procore

Project Sight

Job description

Project Coordinator

Type: In-Office | Full-Time | Calgary, AB

About Our Client

Our client is a Calgary-based builder and developer widely recognized for creating exceptional residential and mixed-use communities that redefine quality and innovation in urban living. With decades of experience and an unwavering commitment to craftsmanship, design, and sustainability, they have built a strong reputation for excellence — delivering projects that inspire pride and enhance the lives of homeowners and residents alike.

They are known for fostering a collaborative and growth-oriented environment, where every team member plays a vital role in shaping the company’s continued success. This position offers an opportunity to work with a dedicated and high-performing construction and development team, where your attention to detail and organizational skills directly support the delivery of outstanding projects across Calgary.

Key Responsibilities

As the Project Coordinator, you will play a key role in supporting the successful execution of residential and mixed-use construction projects. Working closely with Project Managers, Site Superintendents, and internal stakeholders, you will ensure administrative efficiency, effective communication, and alignment between office and field operations.

Project Administration & Documentation

• Manage administrative construction processes to ensure smooth project flow.
• Maintain accurate project documentation, filing systems, and tracking logs within SharePoint.
• Prepare and distribute correspondence such as RFIs, Site Instructions (SIs), Change Requests (CRs), and shop drawings.
• Track and follow up on tender quotes, progress claims, and change orders.
• Support document control for consultant reviews, as-built drawings, and turnover documentation.

Project Coordination & Scheduling

• Assist Project Managers in developing and maintaining detailed construction schedules.
• Coordinate subtrade activities, track deliverables, and maintain trade contact lists and project directories.
• Manage tender and trade prequalification processes, including bidder list creation, tender invites, and scope validations.
• Assist with pre-construction activities such as design meetings, budget pricing, and permit applications.
• Coordinate city permit, utility, and architectural control applications.

Financial & Contract Administration

• Support the preparation and processing of Purchase Orders (POs), Letters of Intent (LOIs), and subcontract agreements.
• Assist in the review and approval of invoices, PO requests, and progress claims.
• Track and reconcile project costs, ensuring accurate documentation of changes and approvals.
• Compile warranty and O&M documentation for project turnover.

Site & Stakeholder Support

• Collaborate with the Site Superintendent and PM to manage project communication between trades, consultants, and internal teams.
• Ensure all activities align with company safety and quality standards.
• Track and document deficiencies, consultant reviews, and city occupancy requirements.
• Support on-site coordination when a Site Project Coordinator is not assigned, including constraint tracking, permit management, and meeting documentation.

Qualifications

To succeed in this role, candidates should demonstrate the following:

• Diploma or degree in Construction Management, Architecture, Engineering, or a related discipline preferred.
• Minimum 2–5 years of experience in a project coordination or construction administration role.
• Experience in multi-family, mixed-use, or residential construction environments is an asset.
• Proficiency with Microsoft Office Suite, SharePoint, and construction management software (Procore, Project Sight, or equivalent).
• Strong understanding of tendering processes, document control, and contract administration.
• Familiarity with building permits, architectural controls, and utility coordination processes.
• Highly organized, detail-oriented, and able to manage multiple priorities under tight timelines.
• Strong written and verbal communication skills with a collaborative mindset.
• Demonstrated problem-solving skills and initiative in identifying process improvements.
• A proactive team player with a commitment to supporting project success from start to finish.

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