Project Coordinator

2 weeks ago

Remote, Canada Smart Installs Inc. Full time

Smart Installs Inc. provides security, low-voltage, audio/visual, and technology installation services across Ontario for major brands. As we continue to grow, we're looking for a highly organized, detail-oriented Project Coordinator to remotely support our operations, Monday to Friday, and help keep our projects running smoothly.

This role is critical to our ability to scale - you will be the operational backbone that ensures nothing slips through the cracks.

WHAT YOU'LL DO

You'll support the Project Manager and field teams by owning the administrative and organizational side of our workflows. Your responsibilities will include:

Project & Job Tracking

  • Enter new jobs into our tracking systems (Google Sheets / Drives)
  • Update job statuses and timelines throughout the project lifecycle
  • Ensure technicians submit required documentation (photos, notes, time slips)

Scheduling & Coordination

  • Assist with scheduling technicians for jobs across Southern Ontario
  • Coordinate subcontractors for out-of-area work
  • Book equipment rentals (e.g., lifts) and ensure availability for project timelines
  • Communicate updates to clients and internal teams clearly and promptly

Documentation & Billing Support

  • Compile tech notes, photos, site details, and materials used
  • Prepare job-closeout packages for accounting
  • Help reduce billing delays by ensuring all required info is collected
  • Maintain organized digital records in shared drives

Inventory & Materials Coordination

  • Track equipment usage (cameras, TV monitors, cabling, access control devices)
  • Organize storage unit inventory and record stock levels
  • Coordinate pickups, deliveries, and returns with suppliers

Operational Support

  • Monitor incoming email requests and assign them appropriately
  • Follow up with clients and technicians on missing or incomplete items
  • Assist in building SOPs and improving internal processes as we grow

WHAT WE'RE LOOKING FOR

We need someone who is organized, reliable, proactive, and detail-driven - someone who loves keeping moving parts under control.

Strong Organizational Skills

You thrive in environments with many moving parts and enjoy making sense of chaos.

Process-Oriented

You follow procedures, create structure, and ensure data is complete and accurate.

Clear, Professional Communication

You can communicate updates to technicians, clients, and leadership with clarity.

Ownership Mentality

You don't wait to be told - you take responsibility for keeping the workflow moving.

Tech-Comfortable

You use Google Sheets, Drive, Calendar, and basic software tools confidently.

Nice to Haves:

  • Experience in field services, security systems, low-voltage, construction, or trades
  • Familiarity with job costing or invoicing workflows
  • Experience working with technicians and subcontractors
  • Understanding of basic installation terminology (cameras, cabling, etc.)
  • Ability to build or maintain spreadsheets with formulas

WHAT WE OFFER

  • Competitive hourly or salary compensation (based on experience)
  • Health & dental benefits after 3 months
  • Mileage reimbursement (if occasional travel is required)
  • A growing, fast-paced company with room to advance
  • Supportive leadership and a tight-knit operations team
  • Real impact — your work directly improves how the company functions

Job Types: Full-time, Permanent

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

Benefits:

  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • Paid time off
  • Vision care

Work Location: Remote

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