Project Coordinator

The Company

T. Musselman Excavating is a local, diverse construction company dedicated to delivering high-quality projects and services in our community. With a focus on teamwork, innovation, and efficiency, we are committed to providing our employees with a collaborative environment to thrive and grow. If you have experience in the excavating industry, project coordination and consider yourself to be an organized/detail-oriented individual with a passion for the construction industry, this position may be right for you.

Key Accountabilities

Project Administration & Documentation

• Establish and maintain accurate, organized and current project files, logs, tracking tools and documentation throughout the project lifecycle.
• Coordinate project start-up documentation following handover from Estimating, including start-up sheets, Form 1000, Notices of Project and other required submissions.
• Track outstanding documentation, approvals, expiry dates and administrative requirements, proactively following up with internal teams, consultants, subcontractors and suppliers.
• Maintain project communication records, daily progress photographs, meeting minutes and other required documentation.
• Ensure current drawings, CAD files, specifications and relevant project information are available to field teams.
• Coordinate project close-out documentation, ensuring required records are complete, organized and appropriately retained.

Submittals, Permits & Project Requirements

• Review project drawings, specifications and municipal or consultant requirements to identify required materials, services, permits and submissions in collaboration with the Project Manager and Purchasing.
• Obtain and coordinate shop drawings and technical submittals from approved suppliers, review for completeness and consistency with project requirements, and facilitate technical review and approval by the Project Manager and client/consultant.
• Prepare and coordinate traffic control plans, water commissioning plans and other required submissions for technical review and approval.
• Coordinate permit applications, including road closures, work permits and demolition permits, ensuring required approvals are obtained and maintained.
• Coordinate utility locate requests, renewals and confirmations, ensuring approved, valid locate packages are provided to field crews and subcontractors.
• Set up and maintain SoilFLO, monitoring required project activity and documentation.
• Review revised drawings and project requirements to flag potential scope changes, communicating relevant information to the Project Manager, Estimating, Purchasing and Project Accounting.
• Provide Purchasing with accurate and timely information regarding additional materials and services required for project delivery.

Scheduling, Coordination & Workflow Management

• Assist the Project Manager in developing and maintaining project schedules, two-week lookaheads and related planning documentation.
• Coordinate material and service requirements and deliveries with Purchasing, suppliers and field teams to support project schedules.
• Gather and organize information required for effective project planning, execution and coordination.
• Independently manage assigned project coordination and administrative workflows, ensuring required documentation, reviews and approvals are obtained.
• Track project action items, deadlines and outstanding requirements, proactively following up with responsible parties to ensure timely completion.
• Facilitate communication and information sharing between Project Management, field operations, Purchasing, Estimating and other project support teams.
• Identify and escalate missing information, overdue approvals, administrative delays and other issues that may affect project progress.

Cost & Billing Support

• Collect, review and organize work tickets, cost codes and supporting documentation required for project costing and billing.
• Assist Project Accounting and the Project Manager in resolving missing or incomplete information affecting billing, cost tracking or financial reporting.
• Maintain accurate and timely project records to support billing and reliable financial reporting.

Desired Skills and Experience

• Post-secondary education in Construction Management, Civil Engineering, Construction Engineering Technology, Business Administration or a related field is preferred.
• Previous experience in project coordination or administration within the construction industry, preferably in civil construction, earthworks or infrastructure projects.
• Proficiency in Microsoft 365 applications, particularly Excel, Word, Outlook and Teams.
• Experience using Microsoft Project for project scheduling, tracking and coordination.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent attention to detail and accuracy in maintaining project documentation, records and tracking tools.
• Strong written and verbal communication skills, with the ability to coordinate effectively with project teams, subcontractors, suppliers and other stakeholders.
• Ability to read and interpret construction drawings, specifications and other project documentation.
• Strong problem-solving skills, with a proactive approach to identifying issues, following up on outstanding items and supporting project execution.
• Ability to work independently while collaborating effectively in a fast-paced, team-oriented environment.

T. Musselman Excavating is an equal opportunity employer. It is our policy to recruit and select applicants for employment solely on the basis of their qualifications, with emphasis on selecting the best-qualified person for the job. T. Musselman Excavating does not discriminate against applicants based on race, colour, religion, sex, national origin, or disability, or any other status or condition protected by applicable federal, provincial, or local law. If accommodations are required during the application or interview process, please contact HR at 519-634-1113 and we are more than happy to discuss how we can accommodate your needs.