Project Coordinator – Manufacturing & Hospitality Projects

by Quality; Vaughan; On-site; CAD 50,000 - 70,000; Full time

Job summary

By Quality, located in Vaughan, Canada, is seeking a highly organized Project Coordinator to support our Project Management team. The ideal candidate will take ownership of project onboarding, administration, and execution from purchase order through production launch.

The role requires strong organizational skills, attention to detail, and proficiency in Microsoft Office Suite. Successful candidates will thrive in a fast-paced environment and effectively manage multiple priorities.

By Quality values inclusivity and welcomes applications from all qualified candidates.

Qualifications

• 2–5 years of experience in project coordination or related field.
• Strong proficiency with Microsoft Office Suite, especially Excel.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Process incoming client purchase orders and project awards.
• Schedule and coordinate internal project kickoff meetings.
• Maintain organized records of project correspondence and approvals.

Skills

Microsoft Office Suite proficiency

Organizational skills

Communication skills

Project management experience

Problem-solving mindset

Education

Diploma or Degree in Business Administration, Project Management, Construction Management, Supply Chain

Tools

ERP systems

Cloud-based document management systems

Job description

By Quality is a custom casegoods manufacturer dedicated to bringing hospitality and commercial design visions to life. We partner with leading hotel brands, designers, purchasing firms, and ownership groups across North America to deliver high-quality furniture solutions for hotels, restaurants, multifamily developments, and commercial environments. As we continue to grow, we are looking for a highly organized and proactive Project Coordinator to support our Project Management team and help drive projects from purchase order through production.

Position Summary

The Project Coordinator is responsible for supporting the successful onboarding, administration, and execution of projects from receipt of client purchase order through production launch. This role serves as a key connection point between Administration, Project Management, and our clients. The successful candidate will take ownership of project setup activities, client onboarding communications, finish sample coordination, documentation management, meeting coordination, and ongoing project support activities. This is an excellent opportunity for someone who thrives in a fast-paced manufacturing environment and enjoys managing multiple priorities while ensuring no detail is overlooked.

Roles and responsibilities

Project Intake & Setup

• Process incoming client purchase orders and project awards.
• Create and maintain project records within company ERP system and drive.
• Establish project folders and documentation within company systems.
• Ensure all project documentation is organized, complete, and properly maintained.
• Cross reference all quotes and client purchase orders.

Project Kickoff Coordination

• Schedule and coordinate internal project kickoff meetings.
• Prepare meeting agendas and distribute supporting documentation.
• Record meeting notes, action items, and follow-up requirements.
• Track project startup activities and ensure completion of assigned tasks.

Client Communication

• Issue project introduction emails to clients and project stakeholders.
• Assist Project Managers with client communications and follow-ups as requested.
• Maintain organized records of project correspondence and approvals.
• Coordinate collection of project documentation, approvals, and client requirements.

Finish Sample Coordination

• Initiate finish sample requests immediately upon project award.
• Coordinate designer control samples and finish approval requirements.
• Track finish sample production, shipment, and approval status.
• Follow up on outstanding approvals to support project schedules.

Project Administration Support

• Support Project Managers with day-to-day project coordination activities.
• Track project action items and deliverables.
• Assist with schedule updates and project reporting.
• Prepare and maintain project documentation packages.
• Coordinate follow-ups between internal departments to ensure project momentum.

Documentation & Reporting

• Maintain accurate project records within ERP and company systems.
• Ensure file management standards are followed.
• Generate project status reports and administrative updates as required.
• Support continuous improvement initiatives related to project workflows and processes.

Minimum Qualifications

• Diploma or Degree in Business Administration, Project Management, Construction Management, Supply Chain, or a related field.
• 2–5 years of experience in project coordination, project administration, construction coordination, manufacturing, millwork, furniture, or related industries.
• Strong proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams.
• Experience working with ERP systems and cloud-based document management systems.
• Experience coordinating multiple priorities in a deadline-driven environment.
• Exceptional organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple projects simultaneously.
• Strong sense of urgency and accountability.
• Problem-solving mindset with a proactive approach.
• Ability to work effectively across multiple departments.
• Professional and client-focused communication style.
• Ability to thrive in a fast-paced, growing organization.

By Quality is committed to providing an inclusive and barrier-free work environment beginning with our hiring process. We are an Equal Opportunity Employer and welcome applications from all qualified candidates. Accommodations are available upon request throughout the recruitment process.