Project Coordinator

Job Description
PROJECT COORDINATOR – Defence Sector
INTRODUCTION:
Architecture49 stands at the forefront of Canada's Defence Sector, delivering innovative, mission-critical infrastructure that supports the operational readiness of the Canadian Armed Forces. As a trusted partner in shaping secure, resilient environments, A49 is poised to lead the delivery of major National Defence projects across the country - projects that strengthen Canada's defence capabilities and advance strategic priorities outlined by the Department of National Defence (DND). With a proven track record on complex programmes and a commitment to collaborative delivery models such as Integrated Project Delivery (IPD) and Modified Design Build (MDB), we are seeking experienced professionals who share our vision for excellence in defence infrastructure. Prior experience with Defence Construction Canada (DCC) and DND projects, bilingual proficiency in English and French, and the ability to obtain or hold a Reliability and Secret security clearance are essential assets for candidates ready to contribute to Canada's most significant defence initiatives.

Architecture49 (A49) is a growing firm with a wide range of career opportunities. Our offices, situated from coast to coast across Canada, serve distinct regions each with a local focus and sector specialities. We value work-life balance and support continuous learning to help our employees develop their skills and expertise as they build and evolve their careers with us. We offer a comprehensive and customisable benefits package, as well as a share purchase programme and RRSP matching programme. We also offer flexible schedules and a hybrid work environment; competitive salaries; flexible leave days; telemedicine (24/7 access); and reimbursement of professional dues.

A49 is committed to leveraging technology as a cornerstone of our design processes, methodologies, and procedures and are looking for individuals who share our philosophy of design through technology. While experience with digital design, production and visualisation tools is preferred, if you share our passion for technology in design, A49 is where the next phase of your career should begin. Within our organisational culture, we are prepared to invest and partner in your development through a comprehensive evaluation, training, and mentorship programme that will empower you to utilise your expertise on projects that contribute to the growth and success of our practice, and your career.

JOB DESCRIPTION:
The Project Coordinator acts as the knowledge centre for each project, supporting the Project Manager (PM) by monitoring, reporting, and maintaining all administrative functions. This enables the PM to focus on client requirements and technical deliverables. The Project Coordinator ensures the use of company and client standards, maintains organised project documentation, and contributes to the efficiency and success of project delivery.

POSITION RESPONSIBILITIES:

• Serve as the assistant to the Project Manager for all administrative tasks.
• Upload, organise, and maintain all contract documents and project records on the drive and SharePoint.
• Monitor and maintain the organisation of project folders; collect missing documents from team members.
• Create and update project logs, including decision, action item, and risk registers.
• Track project deadlines, set reminders, and support the preparation and maintenance of budgets and schedules.
• Prepare meeting agendas, send invites, attend meetings, and take minutes.
• Assist with invoicing, including reviewing draft invoices for accuracy.
• Quality check deliverables and drawings for correct naming, revision numbers, and template use.
• Prepare and issue reports, correspondence, and transmittals; track and file submissions.
• Support tender and construction stages by preparing and issuing tender documents, attending kick-off meetings, and ensuring compliance with Construction Act requirements.
• Track and coordinate shop drawings, RFIs, and change management documentation, enforcing contract timelines.
• Assist with preparation and review of payment certificates and project close-out documentation.
• Archive project documents and coordinate lessons learned reviews at project completion.

DESIRED PROFILE:

• Experience in project coordination or administration, ideally within the architecture, engineering, or construction sectors.
• Strong organisational skills with meticulous attention to detail and document control.
• Proficiency with Microsoft 365 and SharePoint.
• Ability to communicate clearly and uphold standardised document naming and filing practices.
• Confident in meeting facilitation, minute-taking, and supporting project teams.
• Familiarity with contract timelines, submission protocols, and the Construction Act (Ontario) is an asset.
• Proactive, adaptable, and able to identify process improvements.
• Capable of working collaboratively with multidisciplinary teams and managing multiple priorities.
• Professional demeanour and commitment to maintaining high standards of project administration.
• Bilingualism (English and French) is considered an asset.
• Ability to obtain Reliability and Secret level security clearance (mandatory).

CONDITIONS AND BENEFITS:

• Full-time position: 37.5 hours/week.
• Competitive salary based on experience.
• Vacation according to experience.
• Comprehensive group insurance plan.
• Share purchase and RRSP matching programs.
• Ongoing training program.
• Flexible hours and summer schedules.