Office & Project Coordinator

Root Developments is looking for a highly organized, detail-oriented Office & Project Coordinator to join our growing team. This role is ideal for someone who enjoys balancing office administration with project coordination in a fast-paced construction environment.

As the Office & Project Coordinator, you'll play a key role in supporting our project managers and ownership team by keeping projects organized, ensuring accurate documentation, coordinating communication, and helping maintain the day-to-day operations of the office. If you're proactive, dependable, and enjoy creating systems that keep projects moving efficiently, we'd love to hear from you.

Key Responsibilities

• Prepare and issue customer invoices.
• Track employee hours, labour allocation, and job costing.
• Organize and maintain project files, schedules, contracts, and documentation.
• Coordinate communication between clients, subcontractors, suppliers, and internal team members.
• Schedule meetings, site visits, inspections, and project milestones.
• Assist with purchase orders, change orders, project documentation, and general project administration.
• Support Project Managers and Ownership with daily operational and administrative tasks.
• Maintain accurate records within construction management and accounting software.
• Monitor project schedules and assist with tracking project progress.
• Prepare reports, spreadsheets, meeting minutes, and other project documentation.
• Assist with office administration, filing, and maintaining organized digital records.

Qualifications & Skills

The ideal candidate will have:

• Previous experience in an administrative, project coordination, or construction office role.
• Experience using project management software (experience with Buildertrend, Procore, Microsoft Project, Monday.com, Asana, or similar platforms is considered a strong asset).
• Experience with QuickBooks or similar accounting software.
• Strong working knowledge of Microsoft Excel, Word, and Outlook.
• Experience using Google Drive, Google Docs, Google Sheets, and Google Calendar.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong communication and customer service skills.
• High attention to detail and accuracy.
• Ability to work independently while collaborating effectively with a team.
• Comfortable learning new software and adapting to changing priorities.
• Experience in the construction, design-build, or project management industry is considered an asset but is not required.

What We're Looking For

We're looking for someone who:

• Takes initiative and enjoys solving problems.
• Thrives in a fast-paced environment.
• Is highly organized and dependable.
• Communicates professionally with clients, trades, and suppliers.
• Enjoys supporting a collaborative team and helping projects stay on track.
• Has a positive attitude and is eager to grow with our company.