Senior Project Coordinator/APM

B.E.S.T. Recruiting Consultants Ltd.; Vaughan; On-site; CAD 65,000 - 90,000; Full time

Job summary

B.E.S.T. Recruiting Consultants Ltd. in Vaughan, Ontario, seeks a Senior Project Coordinator to lead a team of Project Coordinators and support delivery of multiple construction projects.

You will coordinate schedules, resources, documentation and project controls, while enabling smooth collaboration among internal teams, clients, consultants, subcontractors, and suppliers. Reporting to Project Managers, you will mentor coordinators, establish standard processes, monitor performance, and drive

Qualifications

• 5+ years of project coordination in construction.
• Leadership or supervisory experience preferred.
• Experience supporting multiple projects in fast-paced settings.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.

Responsibilities

• Lead, mentor, and manage a team of Project Coordinators across multiple projects.
• Provide coaching, training, and ongoing support to develop team members and improve performance.
• Assign workloads and priorities to ensure effective project support across the organization.
• Establish and maintain consistent project coordination processes and documentation standards.
• Monitor team performance and identify opportunities for continuous improvement and increased efficiency.
• Foster collaboration between Project Managers, Coordinators, site teams, and corporate departments.
• Coordinate project activities, resources, equipment, and information throughout the project lifecycle.
• Support Project Managers in planning, execution, and successful delivery of construction projects.
• Develop and maintain project schedules, milestones, documentation, and reporting.
• Break projects into manageable tasks and establish realistic timelines.
• Monitor project progress and proactively identify, communicate, and resolve issues.
• Assist Project Managers in removing project obstacles and coordinating solutions with internal teams.
• Ensure project documentation is accurate, complete, and maintained throughout all phases of construction.
• Act as a primary point of contact for project coordination activities.
• Communicate project status, milestones, and updates with internal stakeholders, clients, consultants, subcontractors, and suppliers.
• Liaise with clients to identify project requirements, scope, objectives, and changing needs.
• Ensure client expectations are met throughout the project lifecycle.
• Assist Project Managers in preparing project budgets and monitoring expenditures.
• Identify opportunities to improve efficiency, reduce costs, and increase project profitability.
• Support procurement activities, including purchase orders, subcontract administration, and material tracking.
• Monitor project costs, working hours, and resource allocation using project management software.
• Identify project risks and recommend mitigation strategies.
• Coordinate and issue project documentation, contracts, change orders, and other required legal documents.
• Ensure compliance with company policies, contractual obligations, and industry standards.
• Support quality assurance processes and ensure project requirements are achieved.
• Maintain accurate project records and reports for management and clients.
• Recommend and implement improvements to project coordination processes.
• Promote best practices across all project teams.
• Support the implementation of new systems, procedures, and project management tools.
• Perform other duties as assigned.

Skills

Leadership

Team management

Communication

Time management

Problem solving

Detail oriented

Prioritization

MS Office

Education

Construction Management degree

Tools

Procore

Buildertrend

MS Project

Job description

The Senior Project Coordinator plays a key leadership role within the company by overseeing a team of Project Coordinators while supporting the successful delivery of multiple construction projects. This position is responsible for ensuring projects progress efficiently by coordinating schedules, resources, documentation, communication, and project controls across internal teams, clients, consultants, subcontractors, and suppliers.

Working closely with Project Managers, the Senior Project Coordinator provides mentorship, guidance, and oversight to the coordination team, promotes standardized processes, identifies opportunities for continuous improvement, and helps ensure projects are delivered safely, on time, within budget, and to the highest quality standards.

Key Responsibilities

Leadership & Team Management

• Lead, mentor, and manage a team of Project Coordinators across multiple projects.
• Provide coaching, training, and ongoing support to develop team members and improve performance.
• Assign workloads and priorities to ensure effective project support across the organization.
• Establish and maintain consistent project coordination processes and documentation standards.
• Monitor team performance and identify opportunities for continuous improvement and increased efficiency.
• Foster collaboration between Project Managers, Coordinators, site teams, and corporate departments.

Project Coordination

• Coordinate project activities, resources, equipment, and information throughout the project lifecycle.
• Support Project Managers in planning, execution, and successful delivery of construction projects.
• Develop and maintain project schedules, milestones, documentation, and reporting.
• Break projects into manageable tasks and establish realistic timelines.
• Monitor project progress and proactively identify, communicate, and resolve issues.
• Assist Project Managers in removing project obstacles and coordinating solutions with internal teams.
• Ensure project documentation is accurate, complete, and maintained throughout all phases of construction.

Client & Stakeholder Communication

• Act as a primary point of contact for project coordination activities.
• Communicate project status, milestones, and updates with internal stakeholders, clients, consultants, subcontractors, and suppliers.
• Liaise with clients to identify project requirements, scope, objectives, and changing needs.
• Ensure client expectations are met throughout the project lifecycle.
• Assist Project Managers in preparing project budgets and monitoring expenditures.
• Identify opportunities to improve efficiency, reduce costs, and increase project profitability.
• Support procurement activities, including purchase orders, subcontract administration, and material tracking.
• Monitor project costs, working hours, and resource allocation using project management software.

Risk, Quality & Compliance

• Identify project risks and recommend mitigation strategies.
• Coordinate and issue project documentation, contracts, change orders, and other required legal documents.
• Ensure compliance with company policies, contractual obligations, and industry standards.
• Support quality assurance processes and ensure project requirements are achieved.
• Maintain accurate project records and reports for management and clients.
• Recommend and implement improvements to project coordination processes.
• Promote best practices across all project teams.
• Support the implementation of new systems, procedures, and project management tools.
• Perform other duties as assigned.

Qualifications

• Diploma or Bachelor's degree in Construction Management, Engineering, Project Management, or a related field is considered an asset.
• 5+ years of project coordination experience within the construction industry.
• Previous leadership or supervisory experience managing or mentoring project coordinators or administrative teams is preferred.
• Strong understanding of commercial, industrial, or institutional construction projects.
• Experience supporting multiple projects simultaneously in a fast-paced environment.
• Strong leadership and people management abilities.
• Excellent organizational and time management skills.
• Exceptional written and verbal communication skills.
• Advanced problem-solving and critical thinking abilities.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects and competing deadlines.
• Knowledge of project scheduling and project management software.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Experience with construction management software (such as Procore, Buildertrend, or similar platforms) is considered an asset.