Office Project Assistant jobs

With over 20 years of experience in urban development, IN8 Developments is dedicated to designing innovative, intelligent and efficient housing solutions. A steadfast commitment to excellence has enabled IN8 to successfully launch and rapidly sell out numerous projects in Southwestern Ontario.

IN8 remains at the forefront of the industry in creating highly profitable, durable and trendy designs proven to be continually favoured among the local target groups. As our portfolio expands, we are seeking a Construction Project Coordinator to play a key role in supporting our project delivery and construction management teams.

About the Role

As an Assistant Project Coordinator, you will bridge the gap between the head office developer team, the site construction management team, and our trade partners. This role requires a mix of sharp administrative control and active on-site verification. You will support the Project Manager (PM) and Site Supervisor in executing complex high-rise projects safely, on budget, and on schedule, ensuring that Ontario construction standards and contractual frameworks are meticulously maintained.

Key Responsibilities1. Document Control & Project Administration

• Drawing & Spec Management: Organize, log, and distribute all project drawings, architectural/structural specifications, and site instructions (SIs) to trade contractors. Ensure the site team is always working off the latest IFC (Issued for Construction) set.
• Shop Drawings & RFIs: Coordinate the submission, tracking, and initial review of trade shop drawings and material submittals. Route them to consultants for approval and follow up to prevent lead-time delays.
• Meeting Management: Organize, attend, and participate in stakeholder, consultant, and trade coordination meetings. Take comprehensive meeting minutes and distribute them to all parties within 24–48 hours, tracking critical action items.
• Compliance Frameworks: Ensure all trade contractors have a fully executed contract agreement, valid WSIB clearance, Form 1000, and compliant insurance certificates prior to mobilizing on the work site.

Financial Tracking & Change Management

• Change Order Management: Track, log, and distribute contemplated change notices (CCNs) and change orders (COs). Assist the PM in gathering quotes from trades and updating the project budget ledger.
• Quantity Takeoffs: Perform accurate material takeoffs from architectural and structural drawings to determine required quantities. Report any variances or discrepancies immediately to the PM and Estimating team.
• Budget Monitoring: Assist in tracking project expenditures, work hours, and monthly progress draws against the master project budget.

Site Coordination & Quality Assurance

• Site Verification: Conduct regular site walkthroughs to verify that work being performed by trades aligns with contract drawings, specifications, and approved shop drawings.
• Logistics & Materials: Track all major equipment and material deliveries to the high-rise site (e.g., rebar, ready-mix concrete batches, MEP equipment). Coordinate day-to-day material and supply orders as requested by the Site Supervisor.
• Subcontractor Relations: Act as a daily point of contact for trade contractors, assisting them with information requests and ensuring adherence to the project construction schedule.

Key Performance Indicators (KPIs)

• Accuracy of Minutes & Logs: Change order, RFI, and drawing logs are updated in real-time with zero lag.
• Compliance Turnaround: 100% of trades on-site are fully contracted and cleared by safety/insurance before starting work.
• Proactive Tracking: Discrepancies in takeoffs or drawing conflicts are identified and raised before they impact the construction schedule.

Qualifications & Skills

Experience & Education

• Experience: 1 to 2 years of work experience as an Assistant/Junior Project Coordinator, Construction Administrator, or Junior Estimator within the Canadian ICI or high-rise residential construction industry.
• Education: Post-secondary degree or diploma strictly in Civil Engineering, Construction Management, Architectural Technology, or a related field.

Technical Skills

• Proficiency with Microsoft Office 365 (Advanced Excel skills for tracking logs and Word for meeting minutes are mandatory).
• Hands-on experience using AutoCAD and Bluebeam Revu for drawing reviews and digital takeoffs.
• Direct exposure to construction management software (e.g., Procore, or Microsoft Project) is considered a major asset.
• Solid understanding of the Ontario Building Code (OBC) and standard CCDC Contracts (specifically CCDC 5B or CCDC 17).

Soft Skills & Core Competencies

• Communication: Exceptional verbal and written communication skills; comfortable presenting data to consultants, developers, and trade foremen alike.
• Time Management: Proven ability to manage competing priorities and perform accurately under tight high-rise construction deadlines.
• Collaboration: A team-first attitude with the agility to shift from an office environment to an active construction site seamlessly.

We may use artificial intelligence (AI) tools to support parts of our recruitment and selection process, such as resume screening or candidate assessments. All hiring decisions are supervised and reviewed by our team to ensure fairness and consistency.

This job posting is for a new position created in our organization.

Job Types: Full-time, Permanent, Fixed term contract

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking

Work Location: In person