Project Controller

Industry: Residential Renovations (Kitchens, Bathrooms, Basements, Custom Builds)

About Oakforge Home Renovations

Oakforge delivers high-end residential renovations with craftsmanship, transparency, and a strong emphasis on professionalism, integrity, and work-life balance. Oakforge intentionally limits the number of concurrent projects we take on, allowing our team to focus deeply on each renovation and deliver a high standard of workmanship and client experience.

With four talented on tool staff and a rapidly expanding client base, we are looking for a Project Controller & Operations Manager to support day-to-day project execution and strengthen our operational foundation as we scale.

This is a critical role that ensures projects run smoothly, clients feel taken care of, and the owner can step out of daily chaos to grow the company.

Role Overview

The Project Controller & Client Operations Manager is the operational backbone of the business. You will coordinate project schedules, manage client communications, track decisions, organize documents, ensure materials and selections are completed on time, and maintain clarity across all active projects.

This is not an administrative position — it is a central operational role in a fast-growing renovation company. You will directly influence project efficiency, profitability, and client satisfaction.

Key Responsibilities

Project Coordination & Controls

• Maintain project schedules and milestones inside our project management software.
• Track selections, approvals, lead times, and material ETAs.
• Own project coordination and documentation across the full lifecycle, from pre-construction through construction and post-construction close-out.
• Monitor progress and flag risks early (schedule, materials, decisions, scope changes) through our online project dashboards.
• Support change orders and documentation updates.

Client Communication & Experience

• Manage the project email inbox and triage daily communication.
• Provide clients with weekly updates and ensure all decisions are recorded.
• Organize selections (fixtures, finishes, cabinetry, appliances).
• Follow up with clients on outstanding decisions.
• Support the owner and leads with professional communication and clarity.

Operational Systems & Documentation

• Help create and standardize templates, checklists, and SOPs.
• Ensure file organization and version control across projects.
• Keep selections, permits, documents, receipts, and approvals properly recorded.
• Assist with permit submissions and inspection scheduling.
• Improve systems for efficiency and consistency.

Financial Tracking (Light)

• Assist with job cost tracking and matching invoices to cost codes.
• Support preparation of progress billing documents.
• Track subcontractor purchase orders and invoices.

Work Location & Travel Requirements

This is a hybrid role that is primarily home-based, with periodic on-site visits to client homes and project locations within the Ottawa area. This role does not involve daily site presence or long-distance travel; site visits are purposeful and scheduled in advance whenever possible.

• A reliable personal vehicle is required for travel to client sites, meetings, and occasional supplier visits.
• Estimated travel: typically 1-3 site visits per week, varying by project phase (pre-construction, construction, and close-out). Some weeks may require no travel; others may be more active.
• Mileage reimbursement is provided for work-related travel at the CRA standard per-kilometre rate, excluding normal commuting.

Growth Opportunities

Oakforge is a growing, intentionally small renovation company. As such, this role offers the opportunity to grow in scope and responsibility over time, based on interest and aptitude. Growth at Oakforge is not driven by titles alone, but by trust, competence, and the ability to take ownership.

Potential areas of future involvement may include:

• Broader operations and process development
• Material management and procurement coordination
• Project management support and controls
• Estimating or pre-construction support (if aligned with your skills)

Flexible & Employee-Centric Approach

At Oakforge, we aim to build long-term working relationships and support our team members as people, not just employees. We believe sustainable, high-quality work depends on balance, clarity, and mutual respect.

What this looks like in practice:

• Guaranteed yearly compensation adjustments tied to inflation, in addition to performance-based increases
• Profit-sharing opportunities as the company grows and performance targets are met
• Flexible work arrangements, including a primarily home-based hybrid role with structured site visits
• A Benefit Credit Program
• A willingness to adjust responsibilities, workflows, or schedules where reasonable and mutually beneficial

Qualifications

Required:

• Experience in construction, renovation, or design, and project coordination.
• Strong organizational and communication skills.
• High proficiency with digital tools (project management software, spreadsheets, documentation).
• Ability to manage multiple active projects simultaneously.
• Professional, client-facing presence.

Ideal (but not required):

• Experience with residential renovations specifically.
• Scheduling, logistics, or operations experience.
• Familiarity with QuickBooks, JobTread, BuilderTrend, CoConstruct, or similar.
• Understanding of basic construction sequences, materials, and terminology.

Who Thrives in This Role

• Someone who loves structure but can work in a changing, growing environment.
• Someone who anticipates issues before they appear.
• Someone who enjoys organizing information, removing chaos, and bringing clarity.
• Someone who supports a team and takes pride in delivering a well-run project.

What This Role Is — and Is Not

This role is:

• A coordination, controls, and communication role
• Central to keeping projects organized and predictable
• Client-facing and detail-oriented
• A key support role to the owner and site leads

This role is not:

• A site supervisor or foreperson position
• A full project manager with construction authority
• An estimating or sales role
• A general administrative assistant role

Application Process

If you are detail-oriented, organized, and enjoy bringing clarity and structure to complex projects, we'd love to hear from you.

Please submit:

• Your resume
• A short letter explaining why you believe you would be a good fit with Oakforge
• Any relevant work examples (project documentation, schedules, coordination experience, or similar)

Job Types: Full-time, Permanent

Pay: $55,000.00-$75,000.00 per year

Benefits:

• Mileage reimbursement
• Paid time off
• Wellness program
• Work from home

Education:

• Secondary School (required)

Licence/Certification:

• Driving Licence (required)

Location:

• Ottawa, ON (preferred)

Willingness to travel:

• 25% (required)

Work Location: Hybrid remote in Ottawa, ON