Project Coordinator

Summary of Position

Responsible for working with the project team towards the timely coordination of workflow regarding

construction projects including preparation and distribution of documentation, communication with

trades and suppliers, and support of Project Managers.

Duty or Ressponsibility: Administrative Tasks / Document Control

• Provide direct administrative support to the project management team as directed.
• Prepare and maintain complete project directories as required for each project.
• Ensure electronic filing is completed on an ongoing basis and is current as per Synergy standards on

all platforms.

• Coordinate printing and distribution of drawings and specifications as required for site and office.
• Create and maintain internal logs and documentation, including contracts, subcontracts, submittals,

issues, changes, permits, utilities, RFIs, close out documents and other construction documentation

as required.

• Maintain accurate and concise records in Synergy’s project management software and system.
• Create, organize and maintain electronic filing systems; ensure project files are

complete and accurate during construction and for project archive purposes and project storage.

Duty or Responsibility: Project Coordination / Management

• Ensure fulfillment of contractual obligations of project stakeholders regarding documentation. Includes

issuance of subcontracts, project purchases, confirmation of WCB clearance and insurance

coverage. Coordinate the management of the various CCDC, ACA and owner contracts.

• Gather and manage submittals from trades and suppliers and verify them for accuracy, prepare

Operation and Maintenance Manuals, As Built Drawings, and other items as required.

• Aid in procurement and purchasing for the project, including subcontractor and supplier scope agreements.
• Provide quantification of materials and scopes of work as required for estimating takeoffs.
• Assist in the preparation of construction project budget and change order estimates.
• Assist with proposals and estimating projects when required, and for related changes to the project

scope.

• Thoroughly review project plans, specification(s) and estimate to aid in establishing project execution

plan.

• Assist in the preparation and management of Synergy’s quality control plan.
• Assist in the creation, monitoring, and maintenance of the project schedule.
• Apply for permits, temporary and permanent utilities, and underground services as required.
• Support the project team with cost control and project accounting requirements including progress

claims, subcontractor invoicing, project forecasting, project labour and productivity reviews, material

and equipment cost allocations and budgeting.

• Attend project meetings; prepare meeting minutes and additional correspondence as required.
• Complete project close out items as required.

Duty or Responsibility: Client Relationships

• All members of Synergy’s project management team are expected to maximize client satisfaction on

all projects. We cultivate positive and collaborative relationships with clients and project stakeholders.

• Assist in setting and managing client expectations
• Display a professional image and approach with clients, consultants, suppliers and sub-contractors
• Assist in developing a strong client relationship resulting in additional future business or add-on

business to project

• Continually seeks opportunities to increase customer satisfaction and deepen client relationships, with the goal of obtaining a written reference on every project

Duty or Responsibility: Communication

• Under the guidance of the Project Manager, liaise and communicate with all project stakeholders to

facilitate progress of projects. Prepare progress reports and communications for clients.

• Follow-up regarding issues and changes, processing of submittals and coordination of drawings and

other items as assigned by Project Managers.

• Proactively participates in discussions, asks questions, checks for understanding, provides

explanation clearly and precisely.

• Probes and listens carefully, presents information clearly and in the appropriate style, makes

technical information clear, encourages others in straightforward situations.

• Adapts information style to the audience, explains difficult information clearly with sensitivity and tact,

elicits comments and feedback, consistently establishes consensus towards agreement.

Duty or Responsibility: Other Duties and Responsibilities

• Attend internal special events and assist in organization as needed.
• Participate in industry/external/community events and promotion of Synergy Projects is encouraged.
• Organize temporary construction services and manage as required.
• Support on-site operations and provide site information management as required.
• Share experience and knowledge with others; offer mentoring and guidance.
• Support marketing and estimating teams as required regarding maintenance of FTP site, preparation

of bid documents and proposal submissions, and distribution of tender documents and drawings.

• Adhere to all Synergy Projects policies and procedures.
• Commitment to continuous improvement and learning about construction processes and systems.
• Consistently demonstrate, promote and exemplify the Synergy Core Values (Safety, Integrity, Never

Stand Still, Relationships Matter, Committed)

• Other duties as assigned.

Duty or Responsibility: Health & Safety

• Ensure implementation of the established safety policies with all Site Superintendents
• Maintain the highest standards of safety performance on your respective project sites
• Participate in the Construction Hazard Assessment (CHA)
• Must attend one Safety Meeting quarterly and complete one Safety Manager Inspection monthly with your Project Site Superintendent(s) to review safety conditions and general safety polices
• Ensure all sub-contractors submit a site-specific safety plan for their projects

Decisions and Authority

• This position is responsible for manage his/her workflow within the expected deadlines.
• The Project Coordinator is responsible for assisting in all aspects of projects including coordination,

scheduling, quality, budgeting, trade management, and customer satisfaction.

• This position does not have any direct reports.

Qualifications Required

• Post-secondary education in construction engineering technology, civil engineering, construction

administration, or similar equivalent education preferred.

• Experience on a construction site is an asset.

Knowledge, Skills and Abilities

• Previous experience in the construction industry.
• Intermediate to advanced computer skills including Microsoft Office and Excel
• Knowledge of web applications; Viewpoint Project Management Software, MS Project or other scheduling software is an asset.
• Highly developed organizational and time management skills with the ability to multitask.
• Strong verbal and written communication skills.
• Able to work as part of a team and perform work independently with little supervision.
• Presents professional image to external suppliers and clients.
• Understanding of contracts, construction contract types, and project administration processes.
• Attention to detail and a high level of accuracy.
• Safety is a core value; training including ACSA WHMIS, CSTS is a requirement.

Working Conditions

• This position may require extended periods of computer work including reviewing text on a computer

screen, typing and using a mouse.

• Work is required to be completed within deadlines therefore overtime may be required.
• As travel to sites is required, a valid driver’s license and access to an appropriate vehicle is required.
• Duties and tasks at site take place in potentially hazardous conditions including but not limited to

walking, climbing and lifting. Work duties may be inside or outdoors and therefore are subject to the

working conditions of the construction site. As such, all PPE requirements must be followed.