Company Overview
DEI Consulting Engineers is a professional mechanical and electrical consulting engineering firm providing services to architects and building owners in the building service industry since 1999. With a comprehensive list of completed projects ranging from residential, education, institutional, recreational, and commercial, DEI Consulting Engineers has the experience to provide full-service mechanical and electrical consulting for any development, building, or client.
Summary
We are seeking a highly organized and proactive Project Coordinator to support the successful delivery of construction projects. In this role, you will work closely with Project Managers and engineering teams to coordinate project documentation, track schedules and budgets, and facilitate effective communication between internal teams, contractors, and clients.
This position is ideal for detail-oriented professional with strong construction administration experience who thrives in a fast-paced, collaborative environment and takes ownership of tasks from initiation through completion.
There is one vacancy for this position. The working location is open for discussion, with flexibility to work from either the Waterloo or Hamilton office.
Responsibilities
Project Coordination & Administration:
- Support Project Managers and engineering teams throughout all phases of construction projects.
- Prepare project documentation, correspondence, reports, and contract administration materials in accordance with company standards.
- Track project scope, schedules, budgets, and costs, identifying risks or potential overruns.
- Assist Project Managers with the coordination and scheduling of project meetings.
- Support Field Review Team Manager with assigning staff project assignments
- Attend construction meetings as required, record minutes, and follow up on action items.
- Interface with accounting to identify invoicing milestones.
Client, Owner & Contractor Support
- Prepare and distribute CCDC contracts, payment certifications, change notices, RFI responses, draw application reviews, and allowance tracking.
- Track RFIs, shop drawings, and project correspondence to ensure timely responses.
- Liaise with engineers, designers, contractors, and clients to maintain clear and effective communication.
- Support project closeout activities including deficiency tracking, as-built documentation, and maintenance manuals.
Field Review & Resource Coordinator
- Assist with scheduling field reviews and assigning staff in coordination with the Field Review Team Manager.
- Monitor site visits against project budgets and flag potential overages.
- Coordinate travel logistics for out-of-province site visits.
- Track site review reports to ensure turnaround timelines are met.
- Provide regular internal reporting on financials, resourcing, and project status.
Conformance & Compliance
- Review and track conformance submissions.
- Coordinate partial occupancy and final certification requirements.
- Ensure final conformance documentation is obtained in a timely manner to avoid occupancy delays.
- Understand and differentiate deficiencies, conformance issues, and life safety matters.
Qualifications
- Minimum 3 years of experience in a Project Coordinator or Project Management support role, preferably in a consulting environment.
- Diploma in Construction Management, Construction Administration, or a related field.
- Post‑secondary certificates in Project Management or pursuit of PMP are an asset.
- Strong understanding of construction methodology, trade coordination, and the full project delivery lifecycle.
- Excellent organizational, time management, and communication skills.
- Proficiency with Microsoft Office (Word, Excel, Outlook), Bluebeam, and project management software.
- Ability to manage multiple projects, adapt to changing priorities, and work independently with minimal supervision.
- Willingness and ability to travel to construction meetings as required.
Working At DEI Consulting Engineers
DEI has built and cultivated a collaborative, inclusive, and upbeat working culture. We understand that different beliefs, cultures, and backgrounds are vital to bringing in fresh ideas, perspectives, and experiences to our firm, our work, and the communities that we live and work within.
Our firm is committed to providing our staff with an array of benefits that support their financial, physical, and mental well-being.
Employee benefits include:
- Health Benefits: A competitive benefit plan that includes extended health care (prescription drugs, eyeglasses, chiropody, physiotherapy, etc.) and dental coverage.
- Group RRSP Program: An employee and employer contribution RRSP program.
- Training & Mentorship: Access to one-on-one training and mentorship by Partners of the firm, company organized training sessions, paid time off to attend industry events, and other professional development opportunities.
- Staff Events: Complimentary staff
