Project Development Coordinator

About the Role

We're growing fast — and that growth demands stronger systems, cleaner handoffs, and rock-solid project preparation. That's where you come in.

As ourProject Development Coordinator, you become the central force that connects Design, Estimating, and Operationsinto one smooth, predictable workflow. You're the person who takes a concept on paper and transforms it into a build-ready package the crews can execute with confidence.

This is the role that keeps momentum high, reduces friction, and makes great work possible.

If you love structure, accuracy, organization, and being the one who quietly makes everything run better — you will thrive here. This is a high-impact position where your attention to detail directly shapes the success of every project we build.

Who you are

A Systems Thinker

You thrive in organized, structured environments and naturally spot inefficiencies before they become problems.

Detail-Driven

You catch missing dimensions, unclear notes, or gaps in information instantly. Accuracy is how you operate.

Technically Confident

You're comfortable in the middle ground between design and construction — able to interpret plans, understand scope, and translate ideas into actionable steps.

Clear and Composed Communicator

Fast-moving environments don't rattle you. You ask smart questions, share clear updates, and keep teams aligned.

Energized by Coordination

You love being the hub that pulls everything together — ensuring smooth handoffs and ready-to-build project packages.

Motivated by Making the Team Better

You win when Designers can design, Ops can execute cleanly, and crews can start jobs fully prepared.

Ready to Grow

You want to deepen your understanding of estimating, procurement, and construction processes — and step into a core operational role that shapes how projects flow through the company.

Why this Role Matters

This isn't just a coordination job — it's the role that keeps the entire project lifecycle running smoothly, from concept to construction. You free Designers to focus on vision and client relationships, and you give Operations the complete, accurate information they need to execute without scrambling. Your work speeds up proposals, strengthens margins, and elevates the client experience.

You make the company more efficient, more predictable, and more successful — without needing to carry a full Project Manager workload.

What You'll Do

Estimating Support

You will take over the most time-consuming technical steps designers currently struggle with:

• Build preliminary estimates from designer concepts
• Complete detailed material takeoffs (plants, pavers, lumber, lighting, turf)
• Apply standard pricing, margins, and company costing structures
• Prepare comprehensive job costing sheets
• Identify missing details and request clarifications before a proposal is drafted.

Proposal Generation

You take the designer's vision and convert it into a polished, accurate proposal:

• Draft client proposals using company templates
• Insert scope details, inclusions, and exclusions
• Build payment schedules and milestone breakdowns
• Verify installation timelines, lead times, and supply availability
• Send proposals for designer approval and coordinate revisions

Material Preparation and Job Readiness

Handles all pre-job material documentation and coordination so that project administration can complete ordering efficiently

• Compile accurate, finalized material sheets
• Flag and propose substitutions when required
• Ensure all materials are delivered, staged, and ready for job prep

Designer Estimating Operations Handoff

You oversee the most fragile part of the project lifecycle:

• Verify design packages are complete (measurements, grades, specs)
• Gather missing project details (access, utilities, soil conditions, hazards)
• Assemble a fully executable construction package for the Ops team
• Communicate updates and ensure all departments stay aligned
• Confirm the foreman has everything required before the job starts

Required Skills & Qualifications

Technical Skills

• Understanding of basic estimating structure
• Ability to read landscape designs and extract quantities
• Familiarity with landscape materials and vendors
• Knowledge of procurement workflows and purchasing systems
• Comfort working with spreadsheets, costing templates, and proposal software
• Ability to follow detailed processes and maintain documentation accuracy

Foundational Abilities

• Strong attention to detail
• High organization and follow-through
• Ability to coordinate across multiple departments
• Clear written and verbal communication
• Comfortable asking for missing information
• Reliable, structured, and highly process-oriented

Experience & Education

Preferred but not required:

• Experience in construction, landscaping, or design/build
• Post-secondary education in construction technology, landscape tech, business admin, or similar
• Prior estimating, procurement, or project coordination experience similar).
• Strong understanding of residential and/or commercial maintenance operations.
• Experience estimating, job costing, or quoting maintenance work (formal or informal).
• Strong communication and relationship-building skills.
• Highly organized; able to manage multiple bids and timelines.
• Proficiency in Aspire or similar systems (an asset).
• Valid Class 5 license with a clean abstract.

Benefits

• Year-round employment
• Group Benefits and Health Spending Account after three (3) months
• Wellness Program
• Employer Family Assistance Plan (EFAP) with 24/7 short-term counselling and wellness services. There is no cost to employees with access by phone or web
• Employee RRSP matching up to $1000 after one year of employment
• Courses and Onsite Training
• COR Certified
• Safety Training