Project Coordinator

Project Coordinator & Tracking Tool Development Location: Cambridge, ON (On-site)
Employment Type: Full-Time, Permanent
Salary: $70,000–$80,000 annually, based on experience
We are seeking an organized, detail-oriented Project Coordinator to manage industrial equipment projects from sales handover through delivery, installation, and close-out. This role combines project coordination with the development of digital tracking systems, workflows, and automations. You will coordinate customers, suppliers, and internal departments while improving project visibility and reducing manual work using HubSpot, Google Workspace, Zapier, and AI tools.
Project Coordination

• Manage projects from sales handover through delivery, installation, and final close-out.
• Verify project requirements, supplier details, pricing, timelines, and documentation.
• Coordinate sales, service, parts, finance, shipping, suppliers, and customers.
• Track project milestones, risks, outstanding tasks, and next steps.
• Conduct weekly project reviews with management and investigate delays, identifying root causes and corrective actions.

Supplier & Customer Communication

• Obtain supplier manufacturing updates, order confirmations, and shipping dates.
• Verify supplier acknowledgements against sales agreements and resolve discrepancies.
• Keep customers informed of progress, schedule changes, and delivery requirements.
• Ensure customers receive technical drawings, electrical schematics, bills of materials, and recommended spare parts and consumables.
• Follow up on outstanding documentation and confirm receipt.

Documentation & Administration

• Maintain accurate project records in HubSpot and other tracking systems.
• Track purchase orders, supplier confirmations, technical documents, and project correspondence.
• Organize shared-drive documentation using consistent naming conventions.
• Coordinate project setup and work orders with parts and accounting.
• Support job costing by tracking expenses with finance, service, and parts teams.
• Monitor customer payment milestones and invoicing requirements.

Logistics & Installation

• Coordinate freight, delivery arrangements, and shipping schedules.
• Communicate delivery details and site preparation requirements to customers.
• Confirm site readiness, including unloading arrangements, before delivery and installation.
• Coordinate technician schedules with the Service Manager and Service Administrator.
• Prepare installation packages with technical documents, project details, and site readiness confirmations.
• Follow up after installation to address outstanding issues, confirm customer satisfaction, and close projects.

Tracking Tools, Automation & Process Improvement

• Build and improve HubSpot project tracking systems, including pipelines, stages, custom properties, required fields, reports, and dashboards.
• Develop automations for reminders, task creation, customer notifications, and project status updates.
• Integrate HubSpot with Google Drive, Zapier, AI tools, and other applications to reduce manual data entry.
• Use ChatGPT, Claude, and AI-assisted coding to develop practical tools, integrations, and workflow improvements.
• Gather requirements from internal departments and prioritize improvements with management.
• Test system changes, document processes, and train employees on new functionality.
• Maintain data accuracy, consistency, and completeness.
• Identify workflow bottlenecks and develop solutions to improve efficiency and accountability.

Qualifications & Experience

• 5+ years of experience in project coordination, order management, project administration, or a similar role.
• 3+ years of hands-on experience with project tracking systems such as HubSpot, Monday.com, Asana, Smartsheet, Microsoft Project, or structured spreadsheets.
• Experience configuring or developing software tools and workflows, beyond simply using existing systems.
• Strong organizational, data management, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Advanced Google Workspace or Microsoft Office skills, particularly spreadsheets.
• Ability to manage multiple projects, prioritize competing deadlines, and work independently.
• Experience using AI tools such as ChatGPT or Claude to develop tools or automate workflows.
• AI-assisted coding or rapid application development experience.

Preferred Qualifications

• HubSpot administration experience, including pipelines, workflows, custom properties, and reporting.
• Experience with Zapier, Make, or similar automation platforms.
• Industry experience in industrial equipment, manufacturing, capital equipment, construction, HVAC, or skilled trades.
• Familiarity with mechanical and electrical terminology, bills of materials, electrical schematics, equipment rigging, and freight.
• Experience coordinating international suppliers, shipping, and customs.
• Post-secondary education in business, supply chain, engineering technology, computer science, or a related field.
• Project management certification, such as CAPM or PMP.

What's on Offer

• Competitive salary of $70,000–$80,000 annually, based on experience.
• Health and dental benefits after three months of employment.
• The opportunity to improve business processes through technology, automation, and continuous improvement.

Fuze HR Solutions is committed to building a diverse, accessible, and equitable workforce. We promote inclusion internally and recruit from diverse candidate pools to connect employers with talented professionals. As an equal opportunity employer, we welcome applications from all qualified candidates and are committed to providing accommodations throughout the recruitment process. For accommodation requests or questions regarding our diversity and inclusion policies, please contact your local Fuze HR Solutions branch. We thank all applicants for their interest; however, only candidates selected for an interview will be contacted. Fuze HR may use AI-powered tools to assist with certain recruitment tasks. These tools support efficiency and organization, but all final hiring decisions are made by our team. This posting is for an existing vacancy. #ONEN