Project Coordinator

**About the Role**

The **Project Coordinator** plays a vital supporting role in ensuring the successful execution of multiple custom home and renovation projects at Catlin. Reporting directly to the Project Manager, this role requires exceptional organizational skills, adaptability, and attention to detail in a fast-paced environment. The **Project Coordinator** is responsible for facilitating communication between stakeholders, tracking project progress, maintaining accurate documentation in Buildertrend, and supporting job mobilization and trade coordination. By managing schedules, meeting minutes, compliance records, and client interactions, the **Project Coordinator**helps keep projects on schedule, within budget, and aligned with Catlin’s high standards for quality and client satisfaction.

**Key Responsibilities**

As a **Project Coordinator**, you will report directly to the Project Manager, meaning your tasks, priorities, and responsibilities will be assigned at their discretion, requiring adaptability, strong organizational skills, and the ability to support multiple project needs in a fast-paced environment. The **Project Coordinator**is expected to attend all in-person Catlin team meetings.

**Pre-Construction Coordination**:

- Act as a point of contact for clients during the pre-construction phase, ensuring clear communication and setting expectations.
- Coordinate with architects and designers during the initial design phase to ensure alignment with project goals.
- Support project management by assisting with timing, scheduling, pricing, and engineering elements of architectural and design drawings.
- Read and interpret architectural drawings, renderings, and hand sketches to ensure design accuracy and feasibility.
- Liaise with interior designer(s) to manage, and update finishes schedules to maintain accuracy and efficiency throughout the design/build process.
- Document and track key discussions by taking meeting minutes and following up on action items.
- Maintain strong relationships with clients, trades, vendors, and internal teams to facilitate seamless collaboration.

**Construction Support**:

- Participate in site visits with the Project Manager and Site Supervisors to assess site conditions and accurately document and update all selections, specifications, and relevant details within Buildertrend, ensuring information remains current and accessible.
- Meet on-site with clients as necessary, supporting the Project Manager by addressing questions, confirming details, and ensuring clarity on project progress.
- In support of the Project Manager, facilitate clear and proactive communication with subcontractors and site teams to maintain project momentum and resolve issues efficiently.
- Maintain detailed meeting minutes for site visits, trade meetings, and client discussions, ensuring action items are tracked in Buildertrend and followed up on.
- Assist the Project Manager and Site Supervisors in coordinating the delivery of materials.
- Ensure updated drawings are properly recorded, shared, and input into Buildertrend to maintain accuracy.

**Trade Coordination**:

- Award jobs to subcontractors and issue Subtrade Agreements, ensuring they meet project deadlines and adhere to contractual requirements.
- Collect, update, and manage Form 1000s, WSIB certificates, and insurance documentation prior to the start of each project.
- Ensure all relevant documentation and compliance records are completed and organized in advance of mobilization, both for on-site distribution and in Buildertrend.

**Job Mobilization**:

- Assist with site mobilization activities, including but not limited to: preparing site binders, site signage and organizing health and safety documents and other requirements.
- Coordinate the delivery of essentials such as fencing and portable facilities (e.g., porta-potties).
- Collaborate with Project Manager and Site Supervisors to ensure all necessary resources and materials are in place for a smooth project launch.

**Warranty Support**:

- Support the warranty team by coordinating with the warranty department to schedule sub-trades and review warranty documents for the project.
- Assist with coordinating sub-trades as needed, ensuring timely scheduling and delivery.
- Contribute to the creation of the warranty binder upon project completion, ensuring all necessary documentation is compiled and accurate.

**Skills & Qualifications**:

- Proficient in Microsoft Office Suite (Excel, Word, Outlook, etc.).
- Proficiency in Buildertrend or similar project management software.
- AutoCAD proficiency is an asset.
- Ability to read and interpret architectural and design drawings with strong attention to detail.
- Strong communication, collaboration, and organizational skills, with the ability to manage multiple priorities in a fast-paced environment.
- Detail-oriented, with strong analytical and problem-solving skills.
- Strong time management skills, ensuring workflow efficiency