Construction Coordinator

1 week ago

Markham ON LR R, Canada Mary Brown's Full time $60,000 - $80,000 per year

Reporting to the Senior Director of Design & Construction, the Construction Coordinator works closely with Project Managers and Designers to support the successful delivery of all construction projects. This role is ideal for someone who thrives in a fast-paced environment, values strong team support, and understands the importance of precise, reliable administrative coordination. The successful candidate is highly motivated, detail-oriented, and an exceptional multi-tasker.

Key Responsibilities
  • Organize and maintain supplier quotes, invoices, contracts, purchase orders, and project documentation.
  • Maintain comprehensive project files, including drawings, tenders, construction trackers, and invoices.
  • Develop a strong understanding of the full lifecycle of a construction project.
  • Track project timelines and develop/maintain project and trade trackers.
  • Prepare meeting schedules, minutes, reports, and presentations.
  • Utilize Sage 300 for construction invoice draws and project support.
  • Use Smartsheet tools effectively, including managing trackers and creating automations to enhance workflows.
  • Facilitate communication between Project Managers, suppliers, internal teams, and franchise partners.
  • Support Project Managers with invoice and purchase order reconciliation at project close-out.
  • Proactively recommend improvements to workflow processes, standards, and procedures.
  • Build and maintain strong relationships with franchise partners, vendors, and internal stakeholders.
  • Understand key contract types, including lease agreements, franchise agreements, and general contractor contracts.
  • Assist with invoice distribution, organization, and supporting documentation through Factura.
  • Support departmental budget management.
  • Assist with fund disbursements involving franchise partners and financial institutions.
  • Support Real Estate and Franchise teams in tenant allowance disbursements.
  • Provide documentation and support to vendors and suppliers for store builds and renovations.
  • Support Project Managers with budget tracking throughout construction.
  • Lead bi-weekly development meetings and assist with occasional franchisee training.
  • Contribute to the development of quarterly departmental newsletters.
  • Monitor and track vendor rebates.
  • Coordinate with vendors, franchise partners, and other external parties to obtain amended documents as needed.
  • Provide administrative support for design and construction rollouts, renovations/rebrands, and resales.
  • Understand vendor payment timelines and construction draw billing/payment schedules.
  • Provide ongoing administrative support to franchise partners outside the active project lifecycle, including supplying documents required for government audits.
Education & Experience Requirements
  • Bachelor's degree preferred, ideally with a concentration in Accounting or a related field.
  • Minimum 2+ years of experience working within construction departments or supporting construction project teams.
  • Strong working knowledge of Sage 300, Smartsheet, and the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

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