Project Coordinator - Interior Fit-Outs

Location: Toronto, ON

Company: Cubecom Project Management Inc.

At Cubecom, we deliver high-quality, cost-effective office fit-outs across the GTA. We design, build, and help landlords lease spaces more effectively using our multidisciplinary approach. We strive to create environments that inspire productivity and meet modern business needs, both for our clients and within our organization.

About the Role

We are seeking a highly organized and motivated Project Coordinator to support the successful delivery of our commercial interior fit-out projects. This role is heavily focused on project administration, coordination, documentation, and communication across the design and construction teams.

The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment where multiple projects are running simultaneously. Working closely with the Project Manager and Design Team, the Project Coordinator will help ensure that projects remain organized, documented, and progressing smoothly from early planning through project close-out.

This role provides an excellent opportunity for someone looking to grow within the construction industry, with exposure to all phases of the design-build process and the potential to develop into a Project Manager role as experience grows.

Responsibilities

Working closely with the Project Manager, Design Team, and Site Supervisor, the ideal candidate will:

Project Administration & Documentation

• Maintain organized project documentation including drawings, specifications, contracts, permits, and project records
• Assist in preparing and issuing project documentation such as meeting minutes, RFIs, submittals, and change orders
• Maintain project files and ensure accurate version control of drawings and documents
• Track project deliverables and maintain clear records across multiple active projects

Project Startup & Health and Safety Setup

• Assist with the preparation and completion of project start-up documentation including project files, permit documentation, and internal setup procedures
• Assist with the health and safety setup for new projects, including assembling required site documentation and safety forms
• Support the preparation of site boards and required job site postings in accordance with Ontario health and safety regulations
• Coordinate subcontractor onboarding and compliance documentation prior to site mobilization.

Project Coordination

• Support coordination between internal teams, consultants, trades, and suppliers to ensure project information flows efficiently
• Track project milestones, deliverables, and deadlines to support schedule adherence
• Provide administrative support for construction activities including scheduling coordination and documentation of site progress
• Assist with coordination of deliveries, material tracking, and overall project logistics
• Assist with procurement processes as directed by the Project Manager
• Occasionally visit project sites to support documentation, coordination, or project setup

Budget & Cost Tracking

• Prepare and issue purchase orders as directed by the Project Manager, ensuring scopes align with subcontractor and supplier commitments
• Upload and organize subcontractor and supplier invoices within the project management system, maintaining accurate project records
• Maintain client approval tracking logs and change order records, ensuring all supporting documentation is properly filed and kept up to date for each project

Communication & Team Support

• Act as a central communication point for project information between the design team, project management team, and site teams
• Assist with organizing project meetings and distributing meeting notes and action items
• Ensure key project updates and documentation are shared with the appropriate stakeholders

Project Close-Out

• Assist with compiling project close-out documentation including warranties, manuals, deficiency tracking, and final records
• Coordinate documentation required for client handover and project completion

Technology & Systems

• Utilize project management and collaboration tools to maintain project records and communication
• Support internal systems used for tracking schedules, costs, and project deliverables

Qualifications

• 1–3 years of experience in a project coordination or administrative role within construction, design, or project management
• Strong organizational and administrative skills with exceptional attention to detail
• Ability to manage multiple priorities and maintain clear documentation across several projects
• Strong communication and interpersonal skills
• Ability to work in a fast-paced, team-oriented environment
• Proficiency with Microsoft Office (Excel, Word, Outlook, Teams, Project)
• Experience with project management or construction software (Revit, AutoCAD, Bluebeam, BuilderTrend or similar) is considered an asset
• Interest in growing within the construction and project management field

What We Offer

• Competitive compensation and benefits package
• A collaborative and supportive team culture built on trust and accountability
• Exposure to all phases of the design-build process
• Mentorship and learning opportunities within an experienced project management team
• Opportunity for growth into Project Manager roles as experience and skill sets develop

Job Type: Full-time

Pay: From $65,000.00 per year

Language

• English and strong written skills (required)

Licence/Certification

• Driving Licence and daily access to a vehicle (required)

Work Location: In person