Project Coordinator, Tenant Improvements

General Contractor is seeking a Project Coordinator – Tenant Improvements, to join their dynamic growing team. The successful candidate will work closely with project managers to support all phases of project delivery, ensuring that projects are executed efficiently, on schedule, and to the highest quality standards. Salary range $65k-$80k. Outpost Recruitment is excited to work with our client on this full-time permanent role.

Their goal is to make building and renovating enjoyable as well as successful and need team members who want to assist in our long-term goal of being our client’s construction brand for life. They don’t just get through our workdays by being ordinary. Challenging the team to be the best at what they do and invite only people who love to be the best they can be, who want to engage others and think out of the box.

Project Coordinator is responsible for:

Estimating:

• Assist the project manager in preparing detailed written scopes of work according to standard procedures.
• Support the project manager in developing preliminary project schedules for inclusion in client proposals.
• Assist in developing accurate project budgets based on the defined scope of work.
• Provide accurate documentation to the Admin team for budget presentation preparation.

Construction Phase:

• Ensure each new project starts according to
• Minimum of 1 year experience in a construction project coordination role, preferably in tenant improvements.
• Strong organizational and communication skills.
• Proficiency with project management software (Procore) and Microsoft Office Suite.
• Familiarity with construction contracts, change orders, and schedule management.
• Knowledge of WorkSafeBC regulations.
• Smartsheet knowledge an asset
• standard procedures.
• Support setup of the final project budget.
• Assist with tenders, tender closings, and the preparation of trade contracts and purchase orders.
• Support the day-to-day management, monitoring, and documentation of construction activities, ensuring compliance with master schedules, budgets, and contract documents.
• Perform ongoing monitoring and processing of plans, specifications, shop drawings, and submittals.
• Develop and maintain positive communication with corporate teams, clients, civic officials, and the public.
• Assist with timely project close-out and client occupancy.

Post Construction Phase:

• Administer and process post-construction issues to ensure compliance with maintenance and warranty provisions.

• The management of the project including site management, site safety and project implementation – this can include skilled labor to quality control and trade management.
• This employee must be able to work from blueprints, specifications, drawings and instructions to design, build, remodel, retrofit, maintain and repair various types of facilities and structures.

Site Safety/Set-up Coordination:

• Ensure all sites comply with company and WorkSafeBC’s safety policies.
• Maintain site presentation according to standard procedures.

Key Duties of Project Coordinator:

• Report to the designated project manager and provide support on multiple concurrent projects.
• Organize and maintain all project documents and drawings.
• Review and respond to daily project correspondence, addressing issues from initiation to closure.
• Review shop drawings for compliance and coordinate consultant reviews.
• Receive, log, and distribute all project documentation, including drawings, shop drawings, color schedules, change orders, site instructions, consultant reports, test results, and RFIs.
• Assist with solving construction detail problems as a value-added service to the Pre-Construction & Design team (without assuming design responsibility).
• Ensure only the latest “for construction” drawings and specifications are used on site.
• Set up and maintain project filing systems throughout the project duration.
• Review and analyze weekly schedules and cost reports; support preparation of profit projections.
• Prepare monthly reports on project status, profit, subcontract status, and schedule for Senior Management review.
• Submit weekly client update reports and look-ahead reports by Friday at 3pm.
• Conduct regular field inspections to ensure construction contract compliance.
• Attend client, consultant, and trade meetings; prepare and distribute minutes as required.
• Prepare and track all project documentation.
• Develop preliminary schedules and support the project team in developing the Master Schedule.
• Monitor and update the Master Schedule according to standard procedures.
• Assist in managing change orders, including identification, notice, pricing, and logging.
• Receive, price, and track Contemplated Change Orders.
• Authorize and process Prime Contract and Subcontract Change Orders.
• Maintain and distribute the Change Order Log to clients bi-weekly.
• Assist in preparing monthly progress claims and reviewing subcontractor progress claims.
• Review and approve monthly invoices for payment.
• Support project budget and contract finalization.
• Maintain project cost records.
• Obtain and transfer contract documents to Office Admin for filing.
• Submit Notices of Project (NOP) to WorkSafeBC.
• Support processes to obtain Certificates of Occupancy and Substantial Completion; ensure all required documentation is assembled and submitted to the architect.
• Collaborate with the project manager and superintendent to prepare closeout documentation.
• Participate in post-project reviews with Senior Management.
• Monitor and expedite trades and suppliers.
• Notify Senior Management of major disputes with subcontractors or suppliers.
• Perform site work as required.

Minimum Qualifications:

• Minimum of 1 year experience in a construction project coordination role, preferably in tenant improvements.
• Strong organizational and communication skills.
• Proficiency with project management software (Procore) and Microsoft Office Suite.
• Familiarity with construction contracts, change orders, and schedule management.
• Knowledge of WorkSafeBC regulations.
• Smartsheet knowledge an asset.

Ideal Candidate

Only candidates with authorisation to work in Canada will be considered.

Please clearly highlight relevant work experience, project overviews and project scale ($) in your resume.