Job SummaryWe are seeking a highly organized and detail-driven Project Coordinator / Accounts Payable Administrator with experience in construction project environments. This role is responsible for maintaining accurate project documentation, supporting procurement and bid processes, and ensuring precise and timely accounts payable administration.
The ideal candidate thrives in a fast-paced setting, takes ownership of data accuracy, and understands the importance of keeping project records, drawings, and financials fully aligned and up to date.
Key Responsibilities:Project Coordination & Document Control- Establish and maintain structured project file systems (digital and physical)
- Ensure all project documentation, including drawings and plans, are current, properly versioned, and accessible to the team
- Upload and organize project documents, including contracts, change orders, and correspondence
- Support contract administration, including updates and amendments as directed
- Support in permit applications and organization
Procurement & Bid Support- Assist in issuing and tracking bid requests to vendors and subcontractors
- Collect, organize, and upload quotes for review by Project Managers
- Maintain accurate records of pricing, scopes, and vendor communications
Accounts Payable & Financial Coordination- Upload, code, and process vendor invoices with a high degree of accuracy
- Match invoices to purchase orders, contracts, and approved change orders
- Ensure all costs are correctly allocated to jobs and cost codes
- Coordinate with Project Managers to validate expenses before processing
- Maintain organized records of all financial documentation
Accuracy & Compliance- Ensure all documentation and financial data meet company standards and project requirements
- Identify and flag discrepancies in invoices, budgets, or documentation
- Maintain strict attention to detail across high-volume transactions and files
- Maintain general liability certification for subtrades
Required Qualifications- 5+ years of experience in a construction project coordination, AP, or similar role
- Strong understanding of construction documentation, drawings, and workflows
- Proven experience with accounts payable and invoice processing
- Proficiency in Microsoft Office
- Experience with accounting software (e.g., QuickBooks or similar)
- Experience with JobTread an asset
- Experience with AI integration an asset
Core Competencies- Exceptional attention to detail and accuracy
- Strong organizational and file management skills
- Ability to manage multiple priorities and deadlines
- Clear and professional communication with internal teams and external vendors
- Proactive mindset with the ability to identify issues before they escalate
Job Types: Permanent, Full-time
Pay: $28.00-$40.00 per hour
Expected hours: 40 per week
Benefits:- Casual dress
- Dental care
- On-site parking
Work Location: In person