Project Coordinator

Position: Project Coordinator
Location: Vaughan, Ontario
Employment Type: Full-Time, Permanent
Vacancy Status: Building a Talent Pool

Compensation: $65,000 - $80,000 (salary will be determined based on the candidate's skills, experience and qualifications)

One State is the power of unity – one team, creating what’s next, together.

About Us

Founded in 2007, State has quickly established itself as one of the fastest growing construction and manufacturing companies in Canada. Guided by our “One State” methodology, a unified approach that emphasizes collaboration, innovation and excellence, we are committed to becoming North America’s most sought-after provider of full envelope façade solutions. Our innovative product line includes high-performance glass window walls, Uni-Wall systems, curtain walls, cladding, window inserts and balcony railing systems each tailored for high-rise condominium projects. We are honored to have been recognized as one of Canada’s Best Managed Companies for the last 5 years.

We are seeking enthusiastic individuals who want to thrive in a rapidly growing organization with an inclusive and engaging culture. A career at State means joining a team dedicated to making a meaningful impact—transforming city skylines with innovation and quality, one project at a time.

Our talented and dedicated team is driven by our core values:

• Empowered by Innovation
• We Make It Happen
• One Team
• Brutally Honest

We take immense pride in our work, our people, and our unwavering commitment to excellence.

About The Role

The Project Coordinator will work closely with the Project Manager on project specific tasks.

Duties are responsibilities include but are not limited to the following:

• Attend mock-up reviews;
• Set goals and objectives to strategize future implementations;
• Attend a Kick-off and Scope of Work meeting to discuss what was priced and include in State's scope;
• Check and ensure to receive all necessary drawings/documents to start the shop drawings (Architectural, Slab Edge, Structural, Mechanical, Electrical in CAD and PDF - preferably IFC drawings);
• Access construction management software to track deficiencies;
• Study the project and identify any discrepancies to ensure full accountability of the project;
• Order print out Tender set drawings as required;
• Review scope of work and have a clear understanding of all inclusive terms as per contract;
• Review project milestones and advise the PM if there are any obstacles in achieving them;
• Order samples as per bid proposal and submit to the contractor for approval;
• Print sets of the latest marked up shop drawings for takeoff, breakdown, and for installers kick-off meetings;
• Download all RFI's and SI's and advise the PM;
• Update the SI log and advise PM of any extras;
• Set up all internal and external meetings with PM when necessary and prepare meeting minutes and upload them onto the construction management software;
• Set up weekly meetings with drafters and PM as part of our preconstruction process. Prep meeting minutes and upload them on Construction Management Software;
• Prepare meeting minutes and review with PM before distribution and follow up on outstanding items;
• If a project is guaranteed, download the latest slab edge and structural drawing prior to breakdown;
• Manage and close risk review tracker items;
• Prepare VMU Checklist and Milestone schedule;
• Fill out VMU observation log and ensure completion of action items;
• Request "Guarantee" letter to GC (if applicable);
• Send notifications internally (Ex. Changes to construction schedule);
• Review and save Engineer's and 3rd party consultants field reports- All items to be entered as individual items in construction management software;
• Update changes to the Project Schedule;
• Prepare Installer Tender package;
• Collect closeout documents;
• Populate Lessons Learned Issue Identification Log- obstacles that prevented team from completing to plan;
• Document action items to address in Lessons Learned Log;
• Complete e-request form to track order and work for any missing, broken, remake, service, extra, on-hold modules;
• Updating outstanding CCO's and send a follow up email to contractor;
• Update the part quantity and area report for issuing Installer contracts;
• Full understanding of blueprints and use of Bluebeam for marking up drawings;
• Prep reports and upload them on Procore for any future reference;
• Full understanding and use of Build software;
• Ensure construction schedule, IFC, PDF/CAD drawings are up to date on a weekly basis and notify the PM and Drafter of any changes;
• Send stamped shop drawings for contractor approval;
• Assist with site visits with PM & FM to get familiar with site personnel and Installation process;
• Follow up with production team on a daily basis and request any updates on project back orders and e-requests. Update the tracker for PMs review and other follow ups;
• Prepare LEED forms as required;
• Help with parts release as required;
• Update the installer/FMs information tracker;
• Update Project General Information;
• Review spec and awarded documents. Report any discrepancies to the PM and Estimating;
• Perform miscellaneous job-related duties, if necessary to meet deadlines;

Requirements & Qualifications

Education

• Bachelor's Degree or Diploma in Civil Engineer, Construction Management or Architectural Technology

Years of Experience

• Minimum 2-3+ years of working experience in project coordination.

Work Location

• In-Office
• Occasional site visits require wearing PPE and in certain other locations, may involve some exposure to hazards or physical risks that require knowledge of and adherence to basic safety procedures and precautions;
• Flexible working overtime as required

Why State?

Comprehensive Benefits: Enjoy dental, medical, and paramedical coverage, plus reimbursement for prescription eyewear and safety footwear every two years.

Generous Time Off: Benefit from 3 weeks vacation, 6 personal days, and birthday off!

Performance Evaluation: We prioritize ongoing feedback and development through structured bi-annual performance reviews and ongoing check ins with your direct supervisor/manager.

Training: We provide custom onboarding training plans designed for each role to assist you with being set up for success.

Have Fun and Learn: Join in on our fun staff social events and attend company wide townhalls that provide ongoing updates and enjoy our vibrant workplace culture.

Insurance & Savings: Access discounted rates for group home and auto insurance and participate in our RRSP program.

Wellness Focus: Stay active with a discounted corporate membership to Goodlife Fitness. Enjoy summer office hours and a wellness program that provides confidential support for employees and their families covering mental health, wellness, childcare services and more.

Technology: We leverage state-of-the-art technology to drive precision, efficiency, and innovation across every project.

Social Responsibility & Diversity, Equity, Inclusion & Belonging Programs: We foster an inclusive workplace where everyone feels valued and supported. Our State Women’s Empowerment Group (SWEG) seeks to support women in our organization through mentorship and confidence building. Additionally, through the State Education Benefit, State employees can apply for a recognition award upon submitting their child’s report card.

Sustainability: Our commitment is demonstrated through initiatives like maintaining beehives on our premises and our active ESG committee.

Office: Our open office concept fosters collaboration and creativity across all teams. Designed to encourage seamless communication and cross-functional synergy, our modern workspace reflects our commitment to innovation and unity.

Eligibility

Must be legally entitled to work in Canada and able to commute daily to the office.

AODA

At State we are dedicated to fostering diversity, equity, inclusion and belonging in the workplace. We encourage and welcome applications from all individuals. Accommodations are available upon request for all stages of the hiring process.

AI

We use Artificial Intelligence (AI) tools to screen, assess or select candidates as part of our hiring process.

How to Apply

Please apply directly through our website at State Job Postings

Our recruitment process may include the following stages, depending on the role:

• Pre-Screen Phone Interview
• In-Person Interview
• Technical Software Assessment (if applicable to the role)
• Driver's Abstract Clearance (if applicable to the role)

We thank all applicants for their interest in exploring employment opportunities with State. However, only qualified candidates will be contacted.