Project Coordinator

Role Project Coordinator

Job Location Waterloo, Ontario

Job Details Full-Time

Pay Band $31.00 – $36.00 per hour

Overview

We are seeking a highly organized and proactive Project Coordinator to support the successful delivery of construction projects. In this role, you will work closely with Project Managers and engineering teams to coordinate project documentation, track schedules and budgets, and facilitate effective communication between internal teams, contractors, and clients.

This position is ideal for detail-oriented professional with strong construction administration experience who thrives in a fast-paced, collaborative environment and takes ownership of tasks from initiation through completion.

This is a growth position and not an existing vacancy.

Responsibilities

Project Coordination & Administration

• Support Project Managers and engineering teams throughout all phases of construction projects.
• Prepare project documentation, correspondence, reports, and contract administration materials in accordance with company standards.
• Track project scope, schedules, budgets, and costs, identifying risks or potential overruns.
• Assist Project Managers with the coordination and scheduling of project meetings.
• Support Field Review Team Manager with assigning staff project assignments
• Attend construction meetings as required, record minutes, and follow up on action items.
• Interface with accounting to identify invoicing milestones.

Client, Owner & Contractor Support

• Prepare and distribute CCDC contracts, payment certifications, change notices, RFI responses, draw application reviews, and allowance tracking.
• Track RFIs, shop drawings, and project correspondence to ensure timely responses.
• Liaise with engineers, designers, contractors, and clients to maintain clear and effective communication.
• Support project closeout activities including deficiency tracking, as-built documentation, and maintenance manuals.

Field Review & Resource Coordinator

• Assist with scheduling field reviews and assigning staff in coordination with the Field Review Team Manager.
• Monitor site visits against project budgets and flag potential overages.
• Coordinate travel logistics for out-of-province site visits.
• Track site review reports to ensure turnaround timelines are met.
• Provide regular internal reporting on financials, resourcing, and project status.

Conformance & Compliance

• Review and track conformance submissions.
• Coordinate partial occupancy and final certification requirements.
• Ensure final conformance documentation is obtained in a timely manner to avoid occupancy delays.
• Understand and differentiate deficiencies, conformance issues, and life safety matters.

Qualifications

• Minimum 3 years of experience in a Project Coordinator or Project Management support role, preferably in a consulting environment.
• Diploma in Construction Management, Construction Administration, or a related field.
• Post‑secondary certificates in Project Management or pursuit of PMP are an asset.
• Strong understanding of construction methodology, trade coordination, and the full project delivery lifecycle.
• Excellent organizational, time management, and communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook), Bluebeam, and project management software.
• Ability to manage multiple projects, adapt to changing priorities, and work independently with minimal supervision.
• Willingness and ability to travel to construction meetings as required.

Application Process

Interested individuals are to send their cover letter and resume to careers@deiassociates.ca. Please note the position you are applying for in the subject line of your email. We appreciate the time and effort put forth by all applicants, however, only individuals selected for an interview will be contacted.

• • Appropriate accommodations will be provided upon request throughout the hiring process as required under the Accessibility for Ontarians with Disabilities Act (AODA).