Project Coordinator

Introduction

At Zeidler Architecture, we believe that design has the power to shape experiences and transform communities. As a leading Canadian architectural practice with a legacy spanning over 70 years, we are known for delivering thoughtful, innovative, and enduring design solutions across sectors and geographies.

Rooted in a deep commitment to collaboration, design excellence, and sustainability, Zeidler brings together a diverse team of professionals united by a shared purpose: to create impactful architecture that connects people and elevates the built environment.

We are currently seeking a highly organized and proactive Project Coordinator to join our Toronto Studio.

Job Summary

The Project Coordinator supports the successful delivery of architectural projects by providing administrative, contractual, and documentation assistance throughout all phases—pre-permit, design, construction, and closeout. This role ensures coordination across internal teams, consultants, and authorities, while maintaining accurate and timely documentation. The ideal candidate brings strong organizational skills, a clear understanding of project workflows, and the ability to work collaboratively in a fast-paced, in-office environment.

Key Responsibilities

Project Administration and Coordination

• Support Project Managers, Operations and/or Partners-in-Charge with project documentation including certificates of payment, consultant certificates, and related forms.
• Assist in implementing project management plans and financial controls, track and report on project progress and deliverables.
• Provide coordination and administrative support throughout the full project lifecycle—design, permitting, construction, and closeout.
• Support project setup, including resourcing, file creation, and maintenance of project-specific documentation and filing systems.
• Lead document control processes and manage the exchange of drawings, contracts, and project correspondence in compliance with internal standards.
• Prepare, distribute, and track purchase orders, project schedules, and milestone documentation such as RFIs, shop drawings, and payment certifications.
• Coordinate internal and external meetings, including agenda preparation, minute-taking, and follow-up on action items.
• Assist with project closeout processes including occupancy letters, inspection documentation, and authority signoffs.

Contracts and Authority Submissions

• Assist with drafting and coordinating contracts and subconsultant agreements, including tracking deliverables, signatures, and project requirements.
• Liaise with municipal authorities to coordinate permit packages, Business ID applications, inspections, and submissions—including specialized City of Calgary requirements.
• Manage Business User IDs for Calgary staff to facilitate permit and submission access.
• Work with Finance, Operations and Project Managers to maintain insurance and WorkSafe documentation for project teams and subconsultants.
• Support Partners, Operations and PMs with Notarius digital stamping and signature workflows.
• Ensure all work aligns with the firm's Project Delivery standards, including proper use of filing systems, adherence to architectural procedures, and compliance with drawing and documentation protocols.

Team + Culture

• Collaborate across internal departments including Accounting, HR, Marketing and Operations to support integrated project delivery.
• Communicate proactively and effectively with external consultants, contractors, and authorities having jurisdiction.
• Uphold firm-wide documentation, health and safety, and QA/QC standards in all project support activities.
• Actively contributes to a collaborative studio environment that values flexibility, teamwork, and a high level of accountability.
• Able to work in a collaborative, in-office environment (100% in-office presence required to support direct team engagement and effective cross-functional coordination).

Qualifications

• 1-2 years of experience in a coordination or administrative role supporting architectural, engineering, or construction projects.
• Degree or technical diploma in Architecture, Engineering, Construction Management, or a related field preferred.
• Strong understanding of project phases, workflows, and financial/contractual processes in a design and construction context.
• PMP certification is considered an asset.
• Demonstrated client service orientation and excellent interpersonal communication skills.
• Familiarity with construction and consultant contracts, insurance requirements, and documentation protocols.
• Proficiency in Microsoft Office Suite and Adobe Acrobat; experience with BlueBeam, Deltek Vantagepoint, and MS Project is an asset.
• Exceptional organizational skills and attention to detail; able to manage multiple tasks and meet tight deadlines with accuracy.

Why Join Us?

At Zeidler, you'll be part of a nationally respected architectural practice with deep Canadian roots and a legacy of award-winning work across sectors—from civic landmarks and community spaces to advanced research and workplace environments.

We foster a collaborative, inclusive studio culture that values creativity, accountability, and design integrity. With studios in Toronto, Calgary, Vancouver, and Victoria, we offer the opportunity to work on projects across the country and beyond, supported by teams who are passionate about architecture's potential to make a positive impact.

Here's what you can expect as part of our team:

• A respectful, supportive, and engaging in-office environment
• Opportunities for mentorship, leadership, and professional growth at all levels
• A strong commitment to sustainability and continuous learning
• Competitive compensation with an annual profit share
• Comprehensive benefits, including extended health and dental, EFAP, wellness spending, and professional membership reimbursement
• PATO Days (additional time off around long weekends and holiday closures)
• Wellness initiatives, training programs, and social events that strengthen our studio culture

If you're a motivated and inspired individual who thrives in a fast-paced, design-driven environment and is excited to grow within a collaborative team, we'd love to hear from you.

Zeidler is committed to equal opportunity for all employees and applicants, and we stand by our principles for a diverse, equitable and inclusive workplace.