Project Coordinator in Ottawa

Location: 101 Menin Road Petawawa Ontario CAN K8H 2X3 (Ottawa Valley or Kingston area, with some site travel between both bases)

Duration: 12 Months

Non-Negotiable Skills/Experience:

• 3+ years coordinating construction, mechanical, electrical, or energy projects
• Hands-on Procore experience on live projects (RFIs, submittals, drawings, transmittals), or equivalent experience on a comparable platform and able to become proficient quickly
• Proven document control experience (registers, revision control, transmittals, closeout)
• Strong Excel, Outlook, Teams, and SharePoint skills
• Holds, or is eligible to obtain, Government of Canada Reliability Status
• Valid Ontario driver's license and able to travel to both bases.

Security: Must hold or be eligible for Government of Canada Reliability Status; Secret an asset

About the role: The coordinator keeps the paperwork, records, and schedule moving so the project team can focus on delivery. The work supports district energy decarbonization at two Canadian Forces bases: cogeneration, heat pumps, steam-to-low-temperature hot water conversion, thermal energy storage, and building automation. The coordinator is the single point of control for project records in Procore and JCI's document control system (SharePoint with controlled templates and a standard numbering scheme).

Key responsibilities:

• Procore administration: Set up and maintain Procore projects: users, permissions, drawings, specifications, and directories. Run the RFI, submittal, and transmittal workflows, tracking ball-in-court and overdue items. Maintain drawing revisions so the field always works from the current set. Log daily reports, meeting minutes, observations, and punch lists.
• Document control: Apply JCI's document numbering, revision, and approval standards (ISO 9001-aligned) to every deliverable. Manage the master document register and transmittals to consultants and subcontractors. Keep Procore and the SharePoint document control system in sync, with one source of truth per record. Assemble closeout packages: as-builts, O&M manuals, warranties, commissioning records, and training records.
• Project coordination: Schedule and minute project meetings, and track action items to closure. Prepare weekly and monthly progress reports for the project team and client. Support change order, invoicing, and progress claim documentation. Track subcontractor insurance, WSIB, safety, and base-access paperwork. Coordinate site access requests and security clearances for staff and trades.

Required qualifications:

• 3+ years as a project coordinator, project administrator, or document controller on construction, mechanical, electrical, or energy projects
• Hands-on Procore experience on live projects, including RFIs, submittals, drawings, and transmittals
• Proven document control experience: registers, revision control, transmittals, and closeout packages
• Strong Microsoft 365 skills, especially Excel, Outlook, Teams, and SharePoint
• Holds, or is eligible to obtain, Government of Canada Reliability Status
• Valid Ontario driver's licence and able to travel to CFB Petawawa and CFB Kingston
• College diploma or degree in construction management, engineering technology, project management, or business administration, or equivalent experience

Preferred qualifications:

• Procore certifications (for example Project Manager or Document Management certification)
• Experience on DND, Defense Construction Canada, PSPC, or other federal projects
• Secret clearance already in place
• Background in mechanical, HVAC, central plant, or district energy projects
• Experience with ISO 9001 document control or a formal quality management system
• Familiarity with energy performance contracts or design-build delivery
• Working knowledge of Power Automate, Bluebeam, or MS Project
• PMI CAPM or PMP, or progress toward one

Core competencies:

• Attention to detail: Catches wrong revisions, missing signatures, and numbering errors before documents leave
• Organization: Juggles two bases and many open items without anything going stale
• Follow-through: Chases overdue RFIs and submittals politely and persistently until closed
• Communication: Writes clear minutes and reports; comfortable with base staff, consultants, and trades
• Discretion: Handles controlled and security-sensitive information correctly
• Initiative: Improves templates and workflows instead of only maintaining them
• Adaptability: Works well both in the office and on site, and adjusts to changing priorities