Project Coordinator - Defence

Description

• Prepare meeting agendas, send invites, attend meetings, and take minutes.
• Archive project documents and coordinate lessons learned reviews at project completion.
• Prepare and issue reports, correspondence, and transmittals; track and file submissions.
• Track and coordinate shop drawings, RFIs, and change management documentation, enforcing contract timelines.
• Assist with preparation and review of payment certificates and project close-out documentation.
• Create and update project logs, including decision, action item, and risk registers.
• Support tender and construction stages by preparing and issuing tender documents, attending kick-off meetings, and ensuring compliance with Construction Act requirements.
• Track project deadlines, set reminders, and support the preparation and maintenance of budgets and schedules.
• Quality check deliverables and drawings for correct naming, revision numbers, and template use.
• Serve as the assistant to the Project Manager for all administrative tasks.
• Monitor and maintain the organisation of project folders; collect missing documents from team members.
• Upload, organise, and maintain all contract documents and project records on the drive and SharePoint.
• Assist with invoicing, including reviewing draft invoices for accuracy.

Requirements

• Experience in project coordination or administration, ideally within the architecture, engineering, or construction sectors.
• Ability to communicate clearly and uphold standardised document naming and filing practices.
• Ability to obtain Reliability and Secret level security clearance (mandatory).
• Bilingualism (English and French) is considered an asset.
• Proactive, adaptable, and able to identify process improvements.
• Familiarity with contract timelines, submission protocols, and the Construction Act (Ontario) is an asset.
• Confident in meeting facilitation, minute-taking, and supporting project teams.
• Capable of working collaboratively with multidisciplinary teams and managing multiple priorities.
• Strong organisational skills with meticulous attention to detail and document control.
• Proficiency with Microsoft 365 and SharePoint.
• Professional demeanour and commitment to maintaining high standards of project administration.

Benefits

• Ongoing training program.
• Competitive salary based on experience.
• Flexible hours and summer schedules.
• Vacation according to experience.
• Share purchase and RRSP matching programs.
• Comprehensive group insurance plan.

Training + Development

Interview process

Visa Sponsorship

Security clearance