About the Role
We are seeking a highly organized and detail-oriented Construction Project Coordinator – Estimating & Document Control to support our estimating, project management, service, and construction teams.
This position will assist with bid preparation, project documentation, purchase orders, RFIs, submittals, change orders, closeout documents, health and safety paperwork, and general project coordination. The successful candidate will work closely with estimators, project managers, site supervisors, the service department, subcontractors, suppliers, consultants, and clients to help keep projects organized, documented, and moving efficiently.
Key ResponsibilitiesEstimating & Bidding Support
- Assist estimators with bids, quotations, tender packages, and proposal documentation.
- Input estimates, quantities, pricing, and related information into bidding or estimating software.
- Organize drawings, specifications, addenda, scopes of work, and other bid-related documents.
- Request, receive, and track pricing from subcontractors and suppliers.
- Help prepare and submit bid documents in accordance with tender requirements.
- Maintain organized records of estimates, quotations, bids, and project opportunities.
Project Coordination & Administration
- Coordinate project documents between the office, site teams, service department, construction department, subcontractors, suppliers, consultants, and clients.
- Assist project managers with day-to-day project administration and coordination.
- Prepare, issue, and track project correspondence, forms, notices, meeting minutes, and reports.
- Maintain project records, logs, schedules, and documentation throughout the life of the project.
- Coordinate communication and document flow between the service and construction departments.
- Assist with tracking project deadlines, deliverables, schedules, and required submissions.
- Maintain organized electronic and/or hard copy project files.
POs, RFIs, Submittals & Change Orders
- Manage, prepare, issue, and track purchase orders as required.
- Prepare, log, issue, and track RFIs.
- Receive, log, distribute, and track shop drawings, submittals, samples, data sheets, and other project submissions.
- Follow up on outstanding RFIs, submittals, approvals, and required documentation.
- Assist with preparing, tracking, and processing change orders, change notices, site instructions, and related backup documentation.
- Maintain accurate logs for purchase orders, RFIs, submittals, change orders, and other project records.
- Ensure documents are properly named, filed, distributed, and updated.
Shop Drawings & Document Control
- Process and track shop drawings and technical submissions through the approval process.
- Distribute documents to the appropriate project managers, consultants, subcontractors, suppliers, and internal team members.
- Maintain current versions of drawings, specifications, addenda, and project documents.
- Help ensure project teams are working from the most current documentation.
- Organize and maintain project documentation in accordance with company procedures.
Project Closeout, O&Ms, Warranties & Deficiencies
- Coordinate and process project closeout documentation.
- Prepare and organize operation and maintenance manuals, warranty documents, as-built drawings, certificates, inspection reports, and turnover packages.
- Track deficiency lists and assist with coordinating completion of outstanding deficiencies.
- Follow up with subcontractors and suppliers for required closeout documents.
- Ensure closeout packages are complete, accurate, and submitted on time.
- Maintain records of warranties, manuals, deficiencies, and final project documentation.
Health & Safety Documentation
- Assist with preparing and maintaining health and safety documentation.
- Organize safety forms, policies, site-specific safety plans, orientation records, inspection forms, and related paperwork.
- Track safety training records, certificates, and compliance documentation where required.
- Support project teams with maintaining complete and current safety documentation.
Qualifications & Experience
- Previous experience in construction administration, project coordination, estimating support, document control, or a similar role is preferred.
- Experience with construction bidding, estimating, or project management software is an asset.
- Familiarity with purchase orders, RFIs, submittals, shop drawings, change orders, and closeout documentation is an asset.
- Ability to read and organize construction drawings, specifications, addenda, and project documents.
- Strong computer skills, including Microsoft Office, Excel, Word, Outlook, and PDF software.
- Excellent organization, attention to detail, and follow-up skills.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks, deadlines, and priorities.
- Ability to coordinate with internal departments, subcontractors, suppliers, consultants, and clients.
- Knowledge of health and safety documentation is an asset.
- Construction industry experience is strongly preferred.
Ideal Candidate
The ideal candidate is organized, reliable, proactive, and comfortable working in a fast-paced construction environment. They should be able to manage project documents, follow up on outstanding items, support estimating and project management staff, and keep accurate records from bid stage through project closeout.
This role would suit someone with experience as a Project Coordinator, Construction Project Administrator, Estimating Assistant, Bid Coordinator, Document Controller, Service Coordinator, or Construction Administrator.
What We Offer
- Competitive compensation based on experience.
- Full-time employment.
- Opportunity to grow within the company.
- Exposure to estimating, project coordination, document control, service, and construction operations.
- Supportive team environment.
How to Apply
Interested applicants are invited to submit their resume to: [email protected]
Pay: $20.00-$35.00 per hour
Benefits:
- Casual dress
- Company pension
- On-site parking
Work Location: In person
