Team Coordinator

Job Title: Team Coordinator

Department: Construction

Reports to: SVP, Construction

Location: Toronto - Head Office

Work Arrangement: On Site (100%)

Vacancy: New Role

POSITION OVERVIEW (Purpose):

Graywood Construction Management is seeking a highly organized and proactive Team Coordinator to provide comprehensive administrative and operational support to the Senior Vice President and Senior Construction Management team. This role is critical to ensuring the efficient day-to-day functioning of the department by managing administrative priorities, coordinating team activities, and supporting key construction initiatives.

The Team Coordinator will act as a central point of coordination across multiple projects and stakeholders, supporting communication, document management, and reporting processes. The role requires strong attention to detail, the ability to manage competing priorities, and a high level of professionalism in handling confidential information. This position plays an integral role in enabling the Construction Management team to operate effectively and deliver on project objectives.

KEY RESPONSIBILITIES:

Administrative & Department Support

• Provide day-to-day administrative support to a busy construction management team, including the SVP and Director of Construction.
• Coordinate meetings, arrange conference calls, prepare agendas, and distribute meeting materials.
• Produce and format presentations, reports, meeting minutes, invitations, and correspondence.
• Assist with preparing and updating proposals, documents, and PowerPoint presentations.
• Conduct research, compile information, and prepare reports as requested.
• Review documents, reports, and correspondence prepared for signature.
• Carry out special projects and provide additional administrative support to the organization as required.

Document Control & Records Management

• Maintain organized electronic filing systems and manage document control processes.
• Scan, file, retrieve, and organize electronic documents to ensure accessibility and accuracy.
• Assist with construction contract administration documentation and project records.

Construction Team Coordination

• Support coordination of construction site activities and milestone events (e.g., roof toppings and site celebrations).
• Track and maintain training certifications for site and head office staff, coordinating refresher courses as required.
• Monitor and track Local 183 site labourers across active construction sites.
• Assist with analyzing information from previous projects to support site analysis and planning.

Office Operations & Team Support

• Provide general office administrative support including email monitoring, meeting coordination, courier arrangements, and document processing.
• Order and maintain inventory of departmental materials, supplies, and site equipment.
• Provide back-up coverage for reception when required.
• Coordinate department events and team activities.

HR & Internal Processes

• Coordinate with HR on hiring, onboarding, and offboarding activities for the construction team.
• Assist with administration of the bi-annual team performance review process.

General

• Carry out additional ad hoc and special duties as required

QUALIFICATIONS

Education (include any required designations):

• Post-secondary education or comparative experience
• Degree or diploma in related field would be an advantage

Experience (# years/specific skills/experience):

• 1-2 years' experience as administrative assistant, team coordination
• Experience in construction and/or real estate office would be advantageous
• Excellent IT skills. Knowledge of Microsoft Office Suite (Microsoft Word, Excel, PowerPoint & Outlook) a must

Key Competencies:

• Experience coordination in construction office teams, managing documentation, scheduling meetings, and other general coordinator responsibilities
• Excellent verbal and written communication skills
• Adaptable and willing to learn
• Willingness to take on new tasks and assignments when required
• Well-developed time management skills.
• Ability to problem solve effectively.
• Ability to work in a fast paced, work environment.
• Ability to work well independently as well as part of a team
• Demonstrate ownership of job tasks.
• Strong sense of responsibility and trustworthy
• Ability to multi-task and prioritize
• Diligent, organized and detail oriented
• Team player

The expected salary range for this role is between $60,000 - $75,000 per year. The starting salary will be determined based on several factors such as the successful candidate's qualifications, including but not limited to education and experience.

Graywood may use Artificial Intelligence (AI) tools to assist in screening and reviewing candidates.

Graywood is an equal opportunity employer that values the unique skills and experiences of each of our candidates; recognizing that each prospective team member of Graywood Developments Ltd. contributes to our efforts in building a diverse and inclusive place to work.

Should you require any disability-related accommodation to support your participation in our recruitment process, please notify us and we will work with you to meet your accessibility needs.

Given the nature of work and position, the selected candidate will need to successfully complete a Reference, Background & Credit Check