Project Coordinator

Position Overview:

YORK1 is seeking a detail-oriented and organized Project Coordinator (Remediation) to support the successful delivery of remediation and construction projects in Ontario and BC.

The Project Coordinator will play a key role in coordinating project activities, monitoring costs and schedules, maintaining project documentation, reconciling invoices, and supporting communication between internal teams, clients, consultants, subcontractors, and other project stakeholders.

This role is well suited for someone who thrives in a fast-paced project environment, has strong attention to detail, and can effectively manage competing priorities while maintaining accurate records and supporting project teams from planning through completion.

Key Functions & Duties
Responsibilities of this position include, but are not limited to:

- Maintain and monitor project plans, schedules, work hours, budgets, and expenditures.

- Track daily project costs and assist with project cost reporting and forecasting.

- Review, reconcile, and process project invoices and supporting documentation.

- Prepare project reports, correspondence, meeting materials, and other required documentation.

- Organize, attend, and participate in project and stakeholder meetings.

- Prepare meeting minutes, action items, and decision records, and follow up on outstanding items.

- Maintain accurate and organized project files, records, drawings, correspondence, and documentation in accordance with project requirements.

- Monitor project progress and identify changes, delays, risks, and issues that may impact project delivery.

- Support the Project Manager and project team in developing and maintaining project schedules and project management calendars.

- Coordinate information between project stakeholders, including clients, consultants, subcontractors, trades, and internal departments.

- Assist with identifying project risks and issues and support the development and implementation of solutions.

- Anticipate project requirements and proactively communicate potential concerns to the appropriate project team members.

- Ensure project documentation is maintained appropriately and that projects adhere to established processes and frameworks.

- Support project close-out activities, including documentation, cost reconciliation, and record completion.

- Maintain confidentiality of company and project information.

- Uphold and adhere to YORK1 policies and procedures, including maintaining a clean and safe work environment.

- Maintain familiarity with applicable safety responsibilities and requirements, including WHMIS, Working at Heights (WAH), WSIB, and OHSA.

- Perform other duties and responsibilities as assigned.

Core Competencies
Project Coordination & Organization

- Strong ability to coordinate multiple project activities, deadlines, and priorities simultaneously.

- Highly organized with strong attention to detail and accuracy.

- Ability to manage competing priorities and meet deadlines in a fast-paced environment.

Communication & Relationship Building

- Strong written and verbal communication skills.

- Ability to build and maintain effective working relationships with trades, consultants, clients, subcontractors, and internal stakeholders.

- Professional and confident when communicating with a variety of project stakeholders.

Financial & Analytical Acumen

- Ability to monitor project costs, review documentation, reconcile invoices, and identify discrepancies.

- Strong problem-solving and analytical skills.

- Ability to recognize potential project risks and escalate issues appropriately.

Accountability & Initiative

- Takes ownership of assigned responsibilities and follows through on commitments.

- Proactive in identifying issues and seeking solutions.

- Demonstrates sound judgment and effective decision-making.

Adaptability & Technology

- Comfortable learning and using new software, systems, and project management tools.

- Technically capable with strong Microsoft Office skills (Excel, Word etc.).

- Adaptable to changing project requirements and priorities.

Safety & Professionalism

- Demonstrates a strong commitment to workplace health and safety.

- Understands the importance of following company policies, procedures, and applicable legislation.

- Maintains professionalism when working with field teams, trades, consultants, and clients.

Key Performance Indicators (KPIs)
Success in this role will be measured through:

- Project Documentation Accuracy: Project records, reports, meeting minutes, and supporting documentation are complete, accurate, and maintained on time.

- Cost Tracking & Accuracy: Project costs, invoices, and expenditures are accurately tracked, reconciled, and reported.

- Schedule Support: Project schedules, milestones, and action items are consistently maintained and monitored.

- Timely Follow-Up: Action items, outstanding documentation, and project requests are followed up on within required timelines.

- Issue Identification: Potential project risks, delays, cost concerns, and discrepancies are identified and escalated proactively.

- Stakeholder Communication: Effective and timely communication with Project Managers, clients, consultants, subcontractors, trades, and internal stakeholders.

- Project Support: Consistent, reliable support to Project Managers and project teams throughout the project lifecycle.

- Safety & Compliance: Adherence to YORK1 safety policies, procedures, and applicable regulatory requirements.

- Project Close-Out: Required project documentation, financial records, and close-out activities are completed accurately and within established timelines.

Required Education, Experience & Abilities

- Post-secondary education in Civil Engineering Technology (CET), Construction Management, Project Management, or a related field is a asset.

- 2+ years of experience supporting engineering, construction, remediation, or infrastructure projects.

- Experience with project coordination, document control, and project administration.

- Experience tracking project costs, reviewing invoices, and maintaining financial documentation is an asset.

- Strong organizational skills with exceptional attention to detail and accuracy.

- Ability to prioritize conflicting demands and manage time efficiently.

- Strong written and verbal communication skills.

- Effective problem-solving, decision-making, and conflict-management skills.

- Proficiency with Microsoft Office, including Word and Excel.

- Ability to learn and adapt to new project management and document control systems.

- Experience working with trades, consultants, subcontractors, and other client groups is an asset.

- Knowledge of WHMIS, WAH, WSIB, and OHSA requirements is an asset.

Why This Role Matters

The Project Coordinator helps keep projects organized, on track, and financially accountable. By maintaining accurate project documentation, monitoring schedules and costs, coordinating stakeholders, and identifying potential issues early, this role provides the project team with the information and support needed to make timely decisions and deliver work safely and effectively.

Success in this position directly contributes to YORK1’s ability to deliver high-quality remediation and infrastructure projects while maintaining strong relationships with clients, consultants, trades, and internal teams.

Why Work With YORK1?

Our employees are essential in helping us achieve our mission of providing exceptional service and innovative solutions through our infrastructure and environmental services to some of Ontario’s largest commercial and residential projects. They are the foundation of our success and represent our greatest strength.

At YORK1, we focus on investing in our employees through career development and creating a culture of success, collaboration, and continuous improvement. This is an opportunity to join a growing organization where your contributions have a direct impact on the successful delivery of meaningful infrastructure and environmental projects. YORK1 supports diversity, equity, and a workplace free from harassment and discrimination. We are committed to an inclusive, barrier-free recruitment and selection process and workplace. If you are contacted to participate in the recruitment, selection, and assessment process, please advise the interview coordinator of any accommodations needed to any materials or processes used to ensure you have access to a fair and equitable process.

We thank everyone who applies; however, only the most qualified applicants will be contacted.