Project Coordinator

About Maxxit Systems Inc.

Maxxit Systems Inc., based in Toronto, Ontario, is a specialist in producing architectural metal components for commercial and retail projects across North America. Working hand-in-hand with architects and contractors, they focus on delivering durable, aesthetically pleasing, and easy-to-install interior and exterior architectural solutions through design assist, project management, and fabrication.

Role Overview

We are seeking a full-time Project Coordinator dedicated to supporting architectural metal fabrication projects from initial transfer through to production, delivery, and successful closeout. This role acts as a crucial liaison facilitating documentation management, schedule coordination, communication, procurement follow-ups, and internal workflow activities to ensure projects meet deadlines, specifications, and client expectations.

Key Responsibilities

• Assist Project Managers in managing architectural metal fabrication projects from inception to completion.
• Organize project documentation, manage internal handoffs, and maintain accurate project files and logs.
• Track project milestones, deliverables, and action items to guarantee timely progress.
• Document meeting minutes, action plans, and ensure follow-ups are executed.
• Maintain project schedules and provide status updates and internal reporting.
• Monitor pending items and prompt internal teams to keep projects moving forward.
• Manage and update project documentation including drawings, submittals, RFIs, change orders, transmittals, meeting minutes, schedules, and site documents.
• Implement document control measures to ensure teams access the most current information.
• Compile and issue project closeout documentation.
• Collaborate with Engineering/Design, Production, Procurement, and Shipping/Logistics teams to coordinate drawing approvals, fabrication readiness, material procurement, and delivery scheduling.
• Communicate project priorities, updates, and potential risks across departments and escalate issues to the Project Manager when necessary.
• Support communication with clients, general contractors, suppliers, and subcontractors as guided by the Project Manager.
• Maintain and update project trackers covering schedules, submittals, procurement, production progress, deliveries, deficiencies, and closeout items.
• Contribute to weekly project reports and status updates.
• Assist in standardizing project documentation and coordination processes, and develop template and reporting tools.
• Identify opportunities to enhance coordination efficiency, communication flow, and overall project transparency.

Candidate Requirements

• Diploma or degree in Project Management, Construction Management, Engineering Technology, Business Administration, or related discipline preferred; equivalent experience in relevant industries accepted.
• 2 to 5 years of experience in project coordination, administration, or comparable roles.
• Background in architectural metal fabrication, construction, manufacturing, or engineered building products is favorable.
• Experience supporting custom, engineered-to-order, or project-based manufacturing environments is advantageous.
• Exceptional organizational skills with keen attention to detail.
• Strong verbal and written communication abilities.
• Capability to juggle multiple tasks amid deadline-driven circumstances.
• Proven follow-up skills and ability to coordinate cross-departmentally and with external partners.
• Problem-solving orientation with a strong sense of urgency.
• Ability to interpret project documents and technical drawings is a plus.
• Proficient with Microsoft Office suite (Excel, Word, Outlook) and Smartsheet.
• Familiarity with ERP systems, project tracking, document control platforms, and software like Bluebeam or AutoCAD is beneficial.
• Understanding of project scheduling, submittal processes, and change management workflows preferred.

Compensation and Work Location

This is a permanent full-time role with an annual salary range of $55,000 to $72,000, based on experience. The position requires onsite presence at the Toronto office located at 1000 Martin Grove Rd, Toronto, Ontario, typically four days per week.

Equal Opportunity and Recruitment Notice

Maxxit Systems Inc. is committed to inclusive hiring practices and provides accommodations for applicants with disabilities throughout the recruitment process. All applications are thoroughly reviewed, and Artificial Intelligence tools may be used for screening to support objective assessment without replacing human judgment. Only shortlisted candidates will be contacted, with hiring decisions communicated within 45 days post-final interview.