Senior Project Coordinator

POSITION SUMMARY

TheSeniorProject Coordinator (SPC) isanmid-level support role reporting to the Project Manager (PM) on projects without an Assistant Project Manager (APM), providing administrative support to ensure efficient operations. TheSPCmaintainsfiling systems,processesinvoices, coordinates meetings, and compiles health and safety records, purchaser upgrades, and warranty documents under PM direction. Theyassistwith permit applications, stakeholder coordination, and handoverlogistics, contributing to seamless project execution and sustainability goals across pre-construction to post-occupancy phases.

This role is for an existing vacancy.

KEY ACCOUNTABILITIES

General:

• Support the PM by adapting to the dynamic needs of a small developer, prioritizing administrativetasksandmaintainingflexibility to ensure project efficiency and alignment with Windmillsobjectives.

• Implement andmaintaina comprehensive project filing system (e.g., Jonas, SharePoint) for all project documents, ensuring strict version control, organization, and accessibility for the project team.

• Perform administrative tasks, including document filing, purchase order (PO) generation, invoice tracking, and meeting coordination, with accuracy and in compliance with Windmills standard procedures to support seamless project operations.

• Assist the PM in compiling andmaintaininghealth and safety documentation (e.g., safety training certificates, incident reports, site inspection logs) provided by the GC/CM, ensuring compliance with Ontarios Occupational Health and Safety Act.

• Support the PM inmonitoringthe GC/CMs implementation of site-specific health and safety plans, ensuring compliance with Ontarios Occupational Health and Safety Act by reviewing documentation and coordinating safety audits as directed.

• Maintain a detailed log of communications with adjacent neighbors, municipal staff, consultants, and other stakeholders, documenting inquiries, responses, and escalations to the PM for transparency and audit purposes.

• Support the PM in onboarding new consultants, vendors, or trade partners by preparing orientation packages, collecting signed contract documents, and verifying compliance with Windmills policies and procedures.

• Coordinate and schedule project-related meetings (e.g., OAC, pre-construction) as directed by the PM, preparing and distributing agendas and ensuring follow-up on action items.

• Utilize project management and collaboration tools (e.g., Procore, BIM, or equivalent) provided by the GC/CM to track progress, coordinate tasks, andmaintaina centralized document repository, ensuring accessibility for the project team.

Pre-Development:

• Track consultant progress on drawings, specifications, and reportsrequiredfor permits, tenders, and early planning, ensuring internal deadlines are met and promptly escalating delays to the PM.

• Assist the PM in organizing documentation for permit applications and regulatory submissions (e.g., site plan agreements, zoning approvals), ensuring all materials are complete and ready for municipal submission.

• Aid the PM in coordinating with the GC/CM (if onboarded), trade partners, or cost consultants during design by compiling data for estimates, value engineering analyses, and constructability reviews, as directed.

• Support the PM in preparing RFPs for design consultants, organizing proposal submissions, and documenting the selection process to ensure a clear audit trail.

Pre-Construction:

• Assist the PM insolicitingand organizing proposals for third-party consultants and vendors (e.g., B19, traffic consultants, surveyors, daylighting contractors), ensuring compliance with Windmills procurement policies.

• Attend GC/CM and trade pre-construction coordination meetings, chaired by others, ensuring minutes are accurately recorded, distributed promptly, and action items are tracked for PM follow-up.

• Generate POs in Jonas for third-party consultants and vendors (e.g., traffic consultants, surveyors) not under the GC/CM, as directed by the PM, ensuringtimelyprocessing and compliance with financial protocols.

• Compile clearances, contracts, and payment records for temporary utility and telecom services under the PMsdirection, andassistwith applications for permanent services in alignment with the project schedule.

• Collect and organize insurance certificates, WSIB compliance documents, and performance bonds from the GC/CM, consultants, and vendors, ensuring records are current and accessible in Jonas or the project filing system.

• Assistin coordinating with surveyors and legal counsel to prepare reference plans (R-Plans) for absolute title conversion and municipal submissions.

• Support the PM and GC/CM in compiling documentation for construction management, traffic,logistics, and fire safety plans, ensuring all required materials are organized andsubmittedfor approval.

Construction:

• Performminimumweekly site visits during construction,documenting observations, discussions, and photos as directed by the PM, escalating issuesimmediately, with increased frequency during critical phases.

• Assist the PM in logging RFIs, site instructions, and change orders in Jonas, ensuringaccuratetracking of budget transfers and scope coordination items, and flagging discrepancies for PM review.

• Review and log drawings, specifications, RFIs, and changes/SIs as directed, ensuringtimelytransmission to the project team (e.g., consultants, GC/CM, trade contractors) via Jonas or SharePoint.

• Support the PM in reviewing and processing invoices from the GC/CM, consultants, and vendors in Jonas, verifying accuracy against contract terms and Ontarios prompt payment legislation, and escalating issues for PM approval.

• Assist the PM in updatingand tracking the projectbudgetin Jonas to reflect approved payments, changes, and progress, ensuringaccuraterecords for reporting purposes.

• Support the PM in tracking the project schedule,identifyingvariances from the critical path and key milestones, and coordinating with the GC/CM to address delays as directed.

• Assist the PM in implementing the quality assurance and quality control program by compiling punch lists, tracking corrective actions, and organizing commissioning documentation with the GC/CM and consultants.

• Assist the PM in coordinating with Customer Care/Sales and Design/Marketing for thecondoupgrades program, ensuring purchaser selections are documented, communicated to the project team, and implemented per the construction schedule to avoid rework.

• Assist the PM in monitoring sustainability metrics (e.g., energy efficiency, waste reduction) and compiling documentation for certifications (e.g., Windmill Impact Standard, LEED, TGS/OHPDS), coordinating with consultants for submission packages.

• Assist the PM in compilingdata for monthly project reports under the PMs direction, including updates on budget, schedule, AHJ approvals, and risk logs,solicitinginput from other departments as needed.

Occupancy:

• Support the PM in coordinating with the GC/CM and Property Manager tofacilitatea seamless handover/occupancy procedure, organizing schedules for occupancy dates andpre-delivery inspections (PDIs) with Customer Care/Sales.

• Compile and verify as-built drawings, operations and maintenance (O&M) manuals, and warranties from the GC/CM and consultants, ensuring all documentation is organized and archived for property management handover.

• Assist the PM in organizing commissioning documentation, ensuring the commissioning matrix and schedule are followed, and flagging incomplete items for PM action.

• Aid the PM in compiling documentation to address site plan approval conditions and secure occupancy permits, ensuring all materials are organized and ready for municipal submission.

• Support the tracking and verification of SPA conditions (e.g., landscaping, servicing) with the Construction Manager (CM), compiling compliance records for occupancy permits.

• Assist the PM in organizing training sessions for property management staff on building systems and operations, coordinating with the GC/CM and consultants to ensure a smooth transition to occupancy.

Post-Construction:

• Support the PM in tracking warranty periods and organizing warranty-related documentation

• Collaborate with the customer care team and GC/CM to document and coordinate repairs for post-occupancydeficiencies, ensuringtimelyresolution

• Assist the PM in compiling documentation for TARION first- and second-year performance audits (forcondos) or applicable construction warranty reviews (for rentals), organizing records and tracking repair outcomes.

• If applicable, support the PM in organizing condominium registration documents (e.g., draft plan, declaration) for submission to the Land Registry Office (LRO), ensuring compliance with warranty timelines.

• Assist the PM in preparing condominium documents and financial statements for handover to the board at the turnover meeting (if applicable), ensuring all records areaccurateand complete.

ROLECOMPETENCIES

• Education:Bachelors degree in Construction Management, Architectural Technology, Civil Engineering, or a related field, or a college diploma in Construction Management, Architectural Technology, Civil Engineering Technology, or equivalent;education is valuable, but relevant experience and a driven, collaborative personality are more critical and can supersede academic qualifications.
• Experience:3-5years in construction administration or coordination, preferably in residentialrentalprojects;experience in a small developer environment is a plus.
• Skills:Strong organizational and coordination abilities; capability to track budgets and schedules with guidance; meticulous attention to detail; effective communication and teamwork; adaptability to a fast-paced setting; proficiency in project management software (e.g., Jonas, SharePoint, Procore) andMicrosoft Office Suite; enthusiasm for and alignment with sustainability initiatives.

• Certifications:Sustainability certifications (e.g., LEED Green Associate) are a plus; no advanced certificationsrequired, though interest in pursuing PMP or GSC is a bonus.

Additional Notes:

Mustdemonstratedependability and a supportive personality,with practical experience in Ontarios residential construction processes and a commitment to sustainability goals (e.g., LEED, TGS/OHPDS);traitslike diligence and a proactive attitude are key to excelling in thisrole, outweighing formal education.

Compensation:

The salary range for this position is $70,000 - $90,000 annually.Compensation at Windmill isdeterminedbased on a combination of factors, including relevant experience, skills, qualifications, and the scopeofthe role. The posted range reflects the expected salary for thisrole, with final offers determined through our interview and assessment process.

Use of Artificial Intelligence:

Windmill does not use artificial intelligence (AI) toscreen, assess, or select candidates during the recruitment process.

Equal Opportunity Employer:

Windmill is an equal opportunity employer and is committed to fostering an inclusive, respectful, and accessible workplace. We welcome and encourage applicationsfromindividualsof all backgrounds,experiences, and perspectives. Accommodation is available upon request throughout the recruitment process.