Project Coordinator

The Construction Services Coordinator works closely with the Office and Field Team for the successful execution of HVAC construction projects and work orders. This role provides administrative assistance to ensure projects progress efficiently, meet deadlines, and align with MNBS standards.

Why This Role Matters to MNBS

Project Coordinators play a key role in maintaining project organization, supporting both field and office team, and ensuring the accurate flow of information. Their contributions directly impact project delivery, operational efficiency, and overall client satisfaction.

Key Impact / Purpose

• Support project delivery through coordination of documentation, schedules, and system updates.
• Enable effective collaboration between internal and external (field, office, customers, subcontractors, and suppliers).
• Ensure accuracy and consistency in data, financial tracking, and reporting.
• Contribute to continuous improvement through participation in reviews and operational processes.
• Strengthen client relationships through responsive communication and effective issue resolution.
• Enable accurate billing, reporting, and compliance by maintaining organized records and operational data

Duties and Responsibilities:

• Provide administrative and coordination support to the Team and field staff – including updating spreadsheets, calendars, organizing team events, community board, tech requests, vendor bill invoice issues, etc.
• Organize, distribute, and maintain project-related documents and drawings from manufacturers, suppliers, and subcontractors.
• Perform data entry and system updates, including:
• Purchase orders (subcontractors, suppliers, manufacturers)
• Change orders and change notices
• Work-in-progress (WIP) forecast updates
• Schedules and budgets

Set up jobs in ERP systems (e.g., Fieldpoint) and communicate job details to project stakeholders.
Create, log, and track all project communications and documentation.
Prepare job set up documentation and close-out documentation, including O&M manuals and as-builts (both digital and hard copy).
Maintain document control for all site and paperwork.
Support invoicing processes, including:

• Preparing and distributing monthly billing sheets
• Processing invoices and statutory documentation
• Ensuring required documents (e.g., WSIB, insurance certificates, statutory declarations) are collected and submitted

Coordinate with subcontractors to ensure timely submission of required documentation.
Participate in meetings, including turnover meetings, site meetings, and operational reviews; take and distribute meeting minutes as required.
Assist with coordination, including scheduling support, and responding to field requests.
Support job-specific requirements such as permits, safety documentation, and procedures.
Assist with pre-qualification packages and estimating data organization.
Perform additional related duties as required under the direction of the hiring manager.
Project Billings and follow-ups with customers, and end of month reports.
AR Report – updating for the team.
Updating financial spreadsheet for the team and chasing costs with supplier/subcontractors.

Must-haves:

• Post-secondary education.
• 1+ years of Project Coordination experience within the construction, HVAC, or mechanical contracting industry.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Clear and effective communication skills, both written and verbal.
• Ability to work in a fast-paced, deadline-driven environment with a strong sense of urgency.

Nice-to-haves:

• Bilingual
• Experience with ERP systems or project/construction management software (e.g., Fieldpoint).
• Exposure to project financial processes, including budgeting and forecasting.
• Strong problem-solving skills and ability to manage multiple priorities simultaneously.
• Experience supporting field teams or working in a construction environment.

This is a new position. Expected annual compensation: $50,000 – $65,000

MNBS offers a competitive total compensation package including:

• Defined Contribution Pension Plan with generous employer contributions
• Flexible Health and Dental benefits with tiered options
• Annual Health Spending Account
• Employee and Family Assistance Program (24/7 confidential support)
• Competitive vacation package with additional vacation over tenure
• Employer-paid Parental Leave Top-Up
• Annual Community Day for volunteer work
• Corporate discounts across Canada (fitness, travel, insurance, mobile, and more)

About MNBS

Who We Are

MNBS supports building owners, managers, and general contractors with mechanical, electrical, integrated building technology, and building services solutions across Canada. We are committed to making a meaningful impact on infrastructure and the communities where we live and work. We build for life.

Our Culture & Values

We value passion, initiative, determination, professionalism, and teamwork. Health and safety are embedded in everything we do, and our industry-leading safety culture reflects this commitment.

Diversity, Equity & Inclusion at MNBS

We are committed to fostering a diverse, equitable, and inclusive workplace where everyone has access to opportunity, feels a sense of belonging, and can thrive. We actively work to remove barriers for equity-seeking groups and encourage applications from candidates of all backgrounds and experiences.

If you require accommodation at any stage of the recruitment process, please contact us at careers@modernniagara.com