Project Coordinator

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Job Overview
The Project Coordinator ensures the efficient execution of projects by supporting the Project Manager and project teams with documentation, task coordination, and deliverable management. Working closely with the Project Manager, the Project Coordinator helps delegate and oversee project tasks, facilitates communication, and supports deliverables from initiation through to completion. This role involves close collaboration with both internal and external stakeholders to ensure project timelines and objectives are met while upholding high organizational standards.

Responsibilities

• Project Planning & Management
• Project Administration
• Support the Project Manager with document control throughout all project phases
• Assist in preparing and delivering documents throughout the project lifecycle
• Prepare change orders and invoicing for selected projects and components
• Organize and compile installation packages and closing documentation
• Collaborate with the Project Manager to schedule, supply, and install project components
• Manage stakeholder communications and facilitate meetings or deliverables
• Identify opportunities for process enhancement and provide actionable recommendations
• Contribute to a collaborative and learning-focused team environment
• Perform additional tasks to support day-to-day business operations as needed
• Attend meetings (in-person and online), document discussions, and delegate tasks to stakeholders as needed
• Take meeting notes, assign tasks to team members, and maintain communication records for stakeholders
• Book and coordinate with other departments to secure resources or deliverables
• Report project metrics and updates from NetSuite to Project Managers
• Maintain order and shipping schedules for selected projects
• Deliver weekly and monthly reports to stakeholders on behalf of the Project Manager

Requirements and Experience

• 2+ years of experience as a Project Coordinator, ideally within a medium-sized company

Specialty Skills

• Proficient in project coordination and document management processes
• Experience with NetSuite (ERP) is a plus, but not required
• Comfortable working on Apple/Mac platforms (advantageous but not essential)
• Strong problem-solving abilities and a solutions-oriented mindset
• Highly organized with strong attention to detail
• Skilled at managing multiple tasks and priorities simultaneously
• Proficient in word processing, spreadsheets, and project management tools
• Capable of preparing and managing project documentation effectively
• Knowledgeable in project scheduling and expense allocation processes
• Excellent verbal and written communication skills
• Ability to build and maintain professional relationships with management, contractors, and suppliers
• Effective presentation skills and multicultural awareness
• Self-motivated, deadline-driven, and adaptable to changing circumstances
• Committed to ethical conduct and demonstrating a strong sense of responsibility
• Background in lighting, audiovisual, exhibit fabrication, theatre production, event production, or related industries
• Familiarity with construction documents and the ability to interpret technical drawings

Travel & Documentation

• Must possess a valid passport or be eligible to obtain one for occasional cross-border travel and project coordination in Canada and the U.S.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Employee assistance program
• Flexible schedule
• Paid time off
• Vision care
• Wellness program
• Work from home

Work Location: In person