What a project coordinator does
A project coordinator handles the day-to-day organization that keeps a project moving. They maintain schedules and task lists, book meetings and take minutes, track action items, manage documents and drawings, process purchase orders and invoices, and follow up with team members and vendors. In many organizations they also prepare status reports. A capable coordinator frees the project manager to focus on decisions, risks and stakeholders instead of chasing paperwork.
Coordinators are often early in their project careers, so Finch looks closely at organization, communication and follow-through rather than relying on years of experience alone. We screen for the tools candidates have used, the kinds of projects they supported and how they handle missed deadlines from others on the team. Where you want someone who can grow into a project manager role, we also look for candidates working toward credentials such as the CAPM or PMP.
Typical responsibilities
- Maintain project schedules, task lists and action item logs
- Schedule meetings, prepare agendas and record minutes
- Organize project documents, drawings and version control
- Process purchase orders, invoices and change requests
- Follow up with team members and vendors on outstanding items
- Prepare status reports for the project manager and stakeholders
Qualifications and credentials
- A college diploma or university degree in business, project management or a related field
- Experience supporting a project team, an office or an operations function
- Strong organization and written communication
- Proficiency with Microsoft Office and project management software
- The CAPM from the Project Management Institute is an asset
Who hires a project coordinator
- Construction and engineering firms
- IT and software companies
- Manufacturers managing capital or improvement projects
- Healthcare and public sector organizations
- Marketing and event agencies
Where we recruit project coordinator candidates
We fill project coordinator roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- The types of projects they supported and their specific responsibilities
- Tools they used for scheduling, tracking and documentation
- Follow-through, including how they handle team members who miss deadlines
- Written communication, reviewed through examples such as minutes or status reports
Interview questions to ask
- How do you keep track of action items after a meeting, and how do you follow up?
- Tell me about a time a vendor or teammate missed a deadline that affected your project. What did you do?
- Which project tools have you used, and what did you like or dislike about them?