Project Coordinator

Job description

About York At York, we are bold, fast, and relentlessly focused on what matters: our clients. While others get lost in the bureaucracy and outdated thinking, we cut through the noise. We challenge the status quo, move with urgency, and make decisions that serve our clients, not just our bottom line. We take full ownership, work together to solve complicated problems, and execute - no excuses, no shortcuts. This is not the place for complacency. Our team thrives in a high-performance, no-BS environment - we are a group of high performers who think critically, move fast, and follow through. The success of our business depends on the willingness of our team to ditch antiquated ways of operating and adapt new methods for achieving excellent results. This is who we work. This is how we win. Position Summary The Project Coordinator will assist the Project Manager and Superintendent in overseeing the overall performance of construction projects, including cost, schedule, safety, and quality. Key responsibilities include coordinating project documentation across all phases, managing schedules, and supporting the procurement process. The Project Coordinator will assist in contract management, quantity takeoffs, and resolving field technical issues. Additional duties include handling RFIs, change orders, and tracking project milestones and financial deadlines. The role also involves working with municipalities for permit applications and managing project close-out processes, ensuring a smooth transition from construction to completion. Key Responsibilities Assists the project manager and superintendent with overall project performance including cost, schedule, safety and quality Working with the design, construction, and leasing teams to deliver project documentation requirements through all project phases Assists in overall construction coordination, planning and identifying potential risks and resolving field technical issues Performs quantity takeoffs and surveys to manage contract progress and reporting Working with municipalities/authorities to coordinate permit applications Assists the project manager in crafting and issuing tender packages, subcontracts and supervises their process through the project lifecycle Attend client coordination and site meetings New project creation and general administration of cloud project management software Performs general administrative and recordkeeping functions including the review and distribution of documentation; preparation of correspondence and meeting minutes, tracking of project milestones and financial deadlines, maintenance of files, logs, drawings and specifications Manages the change management process by securing pricing from the vendor/subcontractor, reviewing and inputting the data and submitting the change request to the owner/consultant for approval Facilitates the tracking of project milestones and financial deadlines; assistance with the creation of the project schedule; inputs and updates schedule throughout the project and reviews with Project Manager/Superintendent Facilitates the review and distribution of drawings by following up with the trades/consultants; maintains the drawing log and drawing/sample transmittals Update working drawings on a continuous basis through the PM cloud-based software to ensure they are kept up-to-date. Updates to include RFI responses, instructions, Change Orders, etc. Coordinates the request for information (RFI) process, ensures RFIs are distributed to affected trades and maintains RFI logs within cloud project management software Prepares purchase orders for approval and assists with procurement of materials and equipment Prepares and tracks progress claims/invoicing and estimates Organizes project close-out by preparing warranty package and requirements; collecting warranties and O&M manuals; creating turnover documents and archiving documentation What you bring to York A bachelor’s degree or diploma in Construction Engineering Technology or equivalent work experience A minimum of 2+ years’ experience as a project coordinator Experience working on projects in a variety of sectors – light industrial and commercial A solid understanding of current building systems and materials A collaborative and flexible approach Ability to work in a fast-paced organization continually meeting deadlines Motivation, great organizational skills Excellent communication skills Strong computer skills with an aptitude for learning new programs. Familiarity with scheduling software, MS Office suite of products and Procore would be considered an asset Ability to work within the team and uphold York’s values