Senior Project Coordinator

POSITION SUMMARY

The Senior Project Coordinator (SPC) is an mid-level support role reporting to the Project Manager (PM) on projects without an Assistant Project Manager (APM), providing administrative support to ensure efficient operations. The SPC maintains filing systems, processes invoices, coordinates meetings, and compiles health and safety records, purchaser upgrades, and warranty documents under PM direction. They assist with permit applications, stakeholder coordination, and handover logistics, contributing to seamless project execution and sustainability goals across pre-construction to post-occupancy phases.

This role is for an existing vacancy.

KEY ACCOUNTABILITIES

General:

• Support the PM by adapting to the dynamic needs of a small developer, prioritizing administrative tasks and maintaining flexibility to ensure project efficiency and alignment with Windmill’s objectives.

• Implement and maintain a comprehensive project filing system (e.g., Jonas, SharePoint) for all project documents, ensuring strict version control, organization, and accessibility for the project team.

• Perform administrative tasks, including document filing, purchase order (PO) generation, invoice tracking, and meeting coordination, with accuracy and in compliance with Windmill’s standard procedures to support seamless project operations.

• Assist the PM in compiling and maintaining health and safety documentation (e.g., safety training certificates, incident reports, site inspection logs) provided by the GC/CM, ensuring compliance with Ontario’s Occupational Health and Safety Act.

• Support the PM in monitoring the GC/CM’s implementation of site-specific health and safety plans, ensuring compliance with Ontario’s Occupational Health and Safety Act by reviewing documentation and coordinating safety audits as directed.

• Maintain a detailed log of communications with adjacent neighbors, municipal staff, consultants, and other stakeholders, documenting inquiries, responses, and escalations to the PM for transparency and audit purposes.

• Support the PM in onboarding new consultants, vendors, or trade partners by preparing orientation packages, collecting signed contract documents, and verifying compliance with Windmill’s policies and procedures.

• Coordinate and schedule project-related meetings (e.g., OAC, pre-construction) as directed by the PM, preparing and distributing agendas and ensuring follow-up on action items.

• Utilize project management and collaboration tools (e.g., Procore, BIM, or equivalent) provided by the GC/CM to track progress, coordinate tasks, and maintain a centralized document repository, ensuring accessibility for the project team.

Pre-Development:

• Track consultant progress on drawings, specifications, and reports required for permits, tenders, and early planning, ensuring internal deadlines are met and promptly escalating delays to the PM.

• Assist the PM in organizing documentation for permit applications and regulatory submissions (e.g., site plan agreements, zoning approvals), ensuring all materials are complete and ready for municipal submission.

• Aid the PM in coordinating with the GC/CM (if onboarded), trade partners, or cost consultants during design by compiling data for estimates, value engineering analyses, and constructability reviews, as directed.

• Support the PM in preparing RFPs for design consultants, organizing proposal submissions, and documenting the selection process to ensure a clear audit trail.

Pre-Construction:

• Assist the PM in soliciting and organizing proposals for third-party consultants and vendors (e.g., B19, traffic consultants, surveyors, daylighting contractors), ensuring compliance with Windmill’s procurement policies.

• Attend GC/CM and trade pre-construction coordination meetings, chaired by others, ensuring minutes are accurately recorded, distributed promptly, and action items are tracked for PM follow-up.

• Generate POs in Jonas for third-party consultants and vendors (e.g., traffic consultants, surveyors) not under the GC/CM, as directed by the PM, ensuring timely processing and compliance with financial protocols.

• Compile clearances, contracts, and payment records for temporary utility and telecom services under the PM’s direction, and assist with applications for permanent services in alignment with the project schedule.

• Collect and organize insurance certificates, WSIB compliance documents, and performance bonds from the GC/CM, consultants, and vendors, ensuring records are current and accessible in Jonas or the project filing system.

• Assist in coordinating with surveyors and legal counsel to prepare reference plans (R-Plans) for absolute title conversion and municipal submissions.

• Support the PM and GC/CM in compiling documentation for construction management, traffic, logistics, and fire safety plans, ensuring all required materials are organized and submitted for approval.

Construction:

• Perform minimum weekly site visits during construction, documenting observations, discussions, and photos as directed by the PM, escalating issues immediately, with increased frequency during critical phases.

• Assist the PM in logging RFIs, site instructions, and change orders in Jonas, ensuring accurate tracking of budget transfers and scope coordination items, and flagging discrepancies for PM review.

• Review and log drawings, specifications, RFIs, and changes/SIs as directed, ensuring timely transmission to the project team (e.g., consultants, GC/CM, trade contractors) via Jonas or SharePoint.

• Support the PM in reviewing and processing invoices from the GC/CM, consultants, and vendors in Jonas, verifying accuracy against contract terms and Ontario’s prompt payment legislation, and escalating issues for PM approval.

• Assist the PM in updating and tracking the project budget in Jonas to reflect approved payments, changes, and progress, ensuring accurate records for reporting purposes.

• Support the PM in tracking the project schedule, identifying variances from the critical path and key milestones, and coordinating with the GC/CM to address delays as directed.

• Assist the PM in implementing the quality assurance and quality control program by compiling punch lists, tracking corrective actions, and organizing commissioning documentation with the GC/CM and consultants.

• Assist the PM in coordinating with Customer Care/Sales and Design/Marketing for the condo upgrades program, ensuring purchaser selections are documented, communicated to the project team, and implemented per the construction schedule to avoid rework.

• Assist the PM in monitoring sustainability metrics (e.g., energy efficiency, waste reduction) and compiling documentation for certifications (e.g., Windmill Impact Standard, LEED, TGS/OHPDS), coordinating with consultants for submission packages.

• Assist the PM in compiling data for monthly project reports under the PM’s direction, including updates on budget, schedule, AHJ approvals, and risk logs, soliciting input from other departments as needed.

Occupancy:

• Support the PM in coordinating with the GC/CM and Property Manager to facilitate a seamless handover/occupancy procedure, organizing schedules for occupancy dates and pre-delivery inspections (PDIs) with Customer Care/Sales.

• Compile and verify as-built drawings, operations and maintenance (O&M) manuals, and warranties from the GC/CM and consultants, ensuring all documentation is organized and archived for property management handover.

• Assist the PM in organizing commissioning documentation, ensuring the commissioning matrix and schedule are followed, and flagging incomplete items for PM action.

• Aid the PM in compiling documentation to address site plan approval conditions and secure occupancy permits, ensuring all materials are organized and ready for municipal submission.

• Support the tracking and verification of SPA conditions (e.g., landscaping, servicing) with the Construction Manager (CM), compiling compliance records for occupancy permits.

• Assist the PM in organizing training sessions for property management staff on building systems and operations, coordinating with the GC/CM and consultants to ensure a smooth transition to occupancy.

Post-Construction:

• Support the PM in tracking warranty periods and organizing warranty-related documentation

• Collaborate with the customer care team and GC/CM to document and coordinate repairs for post-occupancy deficiencies, ensuring timely resolution

• Assist the PM in compiling documentation for TARION first- and second-year performance audits (for condos) or applicable construction warranty reviews (for rentals), organizing records and tracking repair outcomes.

• If applicable, support the PM in organizing condominium registration documents (e.g., draft plan, declaration) for submission to the Land Registry Office (LRO), ensuring compliance with warranty timelines.

• Assist the PM in preparing condominium documents and financial statements for handover to the board at the turnover meeting (if applicable), ensuring all records are accurate and complete.

ROLE COMPETENCIES

• Education: Bachelor’s degree in Construction Management, Architectural Technology, Civil Engineering, or a related field, or a college diploma in Construction Management, Architectural Technology, Civil Engineering Technology, or equivalent; education is valuable, but relevant experience and a driven, collaborative personality are more critical and can supersede academic qualifications.
• Experience: 3-5 years in construction administration or coordination, preferably in residential rental projects; experience in a small developer environment is a plus.
• Skills: Strong organizational and coordination abilities; capability to track budgets and schedules with guidance; meticulous attention to detail; effective communication and teamwork; adaptability to a fast-paced setting; proficiency in project management software (e.g., Jonas, SharePoint, Procore) and Microsoft Office Suite; enthusiasm for and alignment with sustainability initiatives.

• Certifications: Sustainability certifications (e.g., LEED Green Associate) are a plus; no advanced certifications required, though interest in pursuing PMP or GSC is a bonus.

Additional Notes:

Must demonstrate dependability and a supportive personality, with practical experience in Ontario’s residential construction processes and a commitment to sustainability goals (e.g., LEED, TGS/OHPDS);traits like diligence and a proactive attitude are key to excelling in this role, outweighing formal education.

Compensation:

The salary range for this position is $70,000 - $90,000 annually. Compensation at Windmill is determined based on a combination of factors, including relevant experience, skills, qualifications, and the scope of the role. The posted range reflects the expected salary for this role, with final offers determined through our interview and assessment process.

Use of Artificial Intelligence:

Windmill does not use artificial intelligence (AI) to screen, assess, or select candidates during the recruitment process.

Equal Opportunity Employer:

Windmill is an equal opportunity employer and is committed to fostering an inclusive, respectful, and accessible workplace. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives. Accommodation is available upon request throughout the recruitment process.