Project Coordinator

D.M. Wills Associates Limited is seeking a highly engaged and support-focused Project & Admin Coordinator to join our People & Culture department. In this role, you will provide administrative and project coordination support to both the Department Manager and the Construction Administration Department. Responsibilities will include assisting with project scheduling, documentation, proposal support, and resource coordination, ensuring the smooth execution of projects and business operations. This is an excellent opportunity for someone looking to play an important role in project delivery and contribute to the overall success of our organization.
Key Responsibilities
- Assist with project scheduling and tracking: Help develop and maintain project schedules, track milestones, deliverables, and deadlines, and communicate changes as necessary.
- Support documentation and reporting: Prepare and manage key project documents, including proposals, contracts, and reports, ensuring compliance with internal standards.
- Provide proposal support: Coordinate the preparation and submission of proposals, including gathering input from various departments and ensuring alignment with RFP requirements.
- Coordinate communications: Organize meetings, manage communications with stakeholders, and assist with providing regular updates on project progress.
- Support resource allocation: Track and monitor resources to ensure project teams have what they need to complete tasks efficiently.
- Foster team engagement: Act as a resource for team members, assist with onboarding, and contribute to a positive, collaborative work culture.
- Other administrative duties: Manage procurement, health & safety compliance, logístical arrangements, and maintain departmental resources and documents.

Significant Qualifications and Experience
- Degree/diploma in business administration, construction management and/or 3 years experience in a related field.
- Expert knowledge of Microsoft Word, Excel, Power Point, Canva, Adobe/Bluebeam and Microsoft Project.
- Possesses strong analytical, organizational, and problem-solving skills, with keen attention to detail and a focus on accuracy and quality.
- Marketing / business development skills and knowledge of the Construction Act are an asset.
- Strong written and verbal communication and interpersonal skills, capable of maintaining strong relationships.
- Team coordination and leadership skills with the ability to collaborate effectively with cross-functional teams.
- Demonstrates excellent time management abilities, ensuring the successful completion of tasks within firm timelines.
- Proactive and adaptable with a strong work ethic, a problem-solving mindset, and the ability to manage multiple projects or challenges effectively in dynamic environments.
- Flexibility in daily work hours to assist the department during regular construction hours.
- Experience in tendering, contracts, and general knowledge of construction activities is an asset.
- General knowledge of the Ontario Health and Safety Act.

Work Culture
At Wills, we build partnerships with our team members, clients and community rooted in respect and fostered through a work environment that is committed to supporting, cultivating, and preserving a culture of diversity, equity and inclusion. At Wills, we value smart work and promote a work-life balance for team members with flexible work options including hybrid work (in office/remote).
We provide a social and professional environment to support your personal and professional goals.
We believe what we do has a significant impact on our community and the communities where we work. This is something we take very seriously.
Why This Job Matters
The work we do affects the safety and mobility of our friends, families, and the people of Ontario every day. This is a responsibility that we take very seriously. Daily activities and decisions by our various teams have a direct impact on the people that use the infrastructure, both locally and provincially, making it important to have top talent.
What You Will Gain
As a Project Coordinator, you will report directly to the People & Culture Department with a dotted line to the Construction Administration Group, offering a unique opportunity to bridge both operational and team support functions. In this role, you will contribute to Wills' success by assisting with a variety of project coordination and administrative tasks, while promoting efficiency and collaboration across departments. You will gain valuable experience in project management, proposal coordination, resource allocation, and stakeholder communication, all while working closely with a dynamic team. This position allows you to enhance your problem-solving, and organizational, skills in a fast-paced consulting environment, making it an ideal opportunity for professional growth and development.
Wills offers a competitive compensation package with comprehensive benefits and merit-based bonuses fo