Project Coordinator jobs in Canada

Copper Bay Homes Ltd. designs and builds high-quality, low‑rise custom infill homes across the Waterloo Region. Since 2010, we’ve focused on thoughtful urban projects that fit their neighbourhoods and reflect how our clients actually live.

We operate with a disciplined, collaborative process built on clear communication, accountability, and strong relationships. Our team guides clients from early planning, design, through construction, with an emphasis on buildability, budget clarity, and a professional experience from start to finish.

With a growing pipeline of custom home projects, we’re looking to add a detail‑oriented, organized Project Coordinator to our team.

The Project Coordinator supports Copper Bay Homes’ project delivery by managing day‑to‑day coordination, documentation, and administrative control across budgeting, procurement, scheduling, client approvals, and close‑out. The role ensures accurate information flow between design, construction, and finance, and provides disciplined tracking and follow‑through that protects project schedule, budget, and client experience.

By maintaining organized project records, timely client‑facing approvals, and consistent workflow execution in Houzz Pro and QuickBooks, the Project Coordinator supports Copper Bay’s strategic priorities of systematized delivery, predictable schedules, and strong cost control.

• Maintain and update project budget estimates from signed Pre‑Construction Agreements through project close‑out, ensuring budgets reflect approved scope, selections, and change decisions with oversight from Project Manager.
• Review subcontractor and supplier invoices for accuracy against approved purchase orders, pricing, and supporting documentation.
• Maintain up-to‑date budgets within client dashboards to support transparency, informed decision‑making, and budget control.
• Upload subcontractor and supplier quotes/proposals and selections for client approval, ensuring scope coverage aligns with project requirements, allowances, and budget targets.
• Track financial commitments, pending approvals, and budget variances; flag risks early to the Project Manager, Construction Manager, or leadership as appropriate.

• Track and manage purchase orders, ensuring alignment with project schedules, approved selections, and budget parameters.
• Upload quotes, selection options, and related documentation to Houzz Pro for client review and approval, ensuring clear scope descriptions and decision‑ready information.
• Remind team of timely client selection approvals in accordance with decision deadlines and lead‑time requirements; document reminders, outcomes, and escalations.
• Maintain a current log of approved selections and procurement status, ensuring the construction team has clear, accessible scope and detail information for execution planning.
• Confirm order details, monitor shipments, and coordinate with the Construction Manager to ensure materials arrive on time, complete, and consistent with quality expectations.
• Resolve discrepancies related to pricing, quantity, quality, or delivery promptly and professionally, documenting outcomes, credits, replacements, and schedule impacts.
• Support vendor performance management by maintaining accurate records of lead times, service levels, and issues to inform future purchasing decisions.

• Maintain and update project design schedules daily to reflect current milestones, dependencies, and constraints.
• Update selection trackers with accurate lead times and approval deadlines to ensure decisions occur in time to support both design and construction schedules.
• Communicate procurement status, lead‑time impacts, and cost updates to the Construction Manager to support site planning, sequencing, and trade coordination.
• Track key action items and follow‑ups across stakeholders to ensure timely completion and reduce delivery risk.

• Provide general office administration support aligned with project delivery needs, including document control, meeting coordination, filing, and standardized template use.
• Maintain organized digital project records, ensuring completeness, version control, and accessibility for internal teams.
• Support internal reporting processes by maintaining accurate trackers and producing status updates as required.

• Serve as the primary client point of contact during close‑out and the warranty period, ensuring a professional, responsive, and well‑documented experience.
• Prepare a Client Welcome Package including product manuals (M&E equipment and fixtures), a summary of finishes, and applicable warranty documentation.
• Log, categorize, and prioritize service and warranty requests; maintain a structured tracking system through to completion.
• Coordinate with internal construction staff, suppliers, and subcontractors to schedule and resolve deficiencies and warranty items.
• Maintain detailed records of warranty work, including documentation, status updates, and client sign‑off upon completion.
• Provide clients with regular updates and ensure close‑out and warranty work meets Copper Bay Homes’ quality standards.

• Maintain accurate, current budgets, commitments, and client‑facing reporting, with disciplined documentation and minimal rework.
• Execute procurement workflows reliably, including selections and lead‑time tracking, and timely escalation of constraints or risks.
• Drive timely client approvals through structured follow‑up and clear communication aligned with decision deadlines.
• Maintain complete, organized records in Houzz Pro and internal systems, ensuring traceability of quotes, approvals, selections, and changes.
• Communicate clearly and proactively with internal stakeholders, especially where procurement status, lead times, or budget impacts affect construction planning.
• Provide a consistent, professional client experience during close‑out and warranty, with clear tracking, responsiveness, and follow‑through.
• Demonstrate strong attention to detail, time management, and the ability to manage multiple priorities in a fast‑paced environment.

• Previous experience working in a Project Coordinator role or similar.
• Construction‑related degree/diploma and 0–5 years of experience, or an equivalent combination of technical training and experience in the capacity of project coordinator supplemented by other aspects of construction management.
• BASc/B.Eng, BAS/B.Arch, BAT, CET preferred.
• Working knowledge of computer software programs (Microsoft Office, etc.).
• Experience with Houzz Pro and QuickBooks is considered an asset.
• Strong communication skills, both oral and written.
• Self‑motivated with strong organizational skills and attention to detail.
• Ability to build and maintain positive working relationships with clients, vendors, and internal teams.
• Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities.
• Capable of handling pressure and challenges in a dynamic business environment.
• Strong analytical, critical thinking, troubleshooting, and problem‑solving skills with a high degree of accuracy.
• Demonstrates a sense of urgency and commitment to achieving goals.
• Ability to work collaboratively or independently with a positive attitude.

• $55,000 – $65,000