Project Coordinator

Who We Are

As a leading Canadian architectural practice, Zeidler designs meaningful spaces that contribute to the community and deliver lasting value. With offices in Toronto, Calgary, Vancouver and Victoria, we offer full architectural and interior design services.

Propelled by curiosity and driven by human connection, our creative process is based on cultivating the potential of our team. We nurture our expertise through mentorship and continuous learning. We listen to, consider, and build on each others ideas to develop thoughtful solutions that address complex challenges.

Our award-winning work spans a broad range of sectors including academic, healthcare, residential, mixed-use, commercial, cultural and civic. As we continue to grow our national practice, we are seeking talented individuals who embrace creative, passionate, and forward-thinking approaches to join our dynamic team.

What We Are Seeking

The Project Coordinator supports the successful delivery of architectural projects by providing administrative, contractual, and documentation assistance throughout all phases pre-permit, design, construction, and closeout. This role ensures coordination across internal teams, consultants, and authorities, while maintaining accurate and timely documentation. The ideal candidate brings strong organizational skills, a clear understanding of project workflows, and the ability to work collaboratively in a fast-paced, in-office environment.

Project Administration + Coordination

• Support Project Managers, Operations and/or Partners-in-Charge with project documentation including certificates of payment, consultant certificates, and related forms.
• Assist in implementing project management plans and financial controls, track and report on project progress and deliverables.
• Provide coordination and administrative support throughout the full project lifecycledesign, permitting, construction, and closeout.
• Support project setup, including resourcing, file creation, and maintenance of project-specific documentation and filing systems.
• Lead document control processes and manage the exchange of drawings, contracts, and project correspondence in compliance with internal standards.
• Prepare, distribute, and track purchase orders, project schedules, and milestone documentation such as RFIs, shop drawings, and payment certifications.
• Coordinate internal and external meetings, including agenda preparation, minute-taking, and follow-up on action items.
• Assist with project closeout processes including occupancy letters, inspection documentation, and authority signoffs.

Contracts + Authority Submissions

• Assist with drafting and coordinating contracts and subconsultant agreements, including tracking deliverables, signatures, and project requirements.
• Liaise with municipal authorities to coordinate permit packages, Business ID applications, inspections, and submissionsincluding specialized City of Calgary requirements.
• Manage Business User IDs for Calgary staff to facilitate permit and submission access.
• Work with Finance, Operations and Project Managers to maintain insurance and WorkSafe documentation for project teams and subconsultants.
• Support Partners, Operations and PMs with Notarius digital stamping and signature workflows.
• Ensure all work aligns with the firms Project Delivery standards, including proper use of filing systems, adherence to architectural procedures, and compliance with drawing and documentation protocols.

Team + Culture

• Collaborate across internal departments including Accounting, HR, Marketing and Operations to support integrated project delivery.
• Communicate proactively and effectively with external consultants, contractors, and authorities having jurisdiction.
• Uphold firm-wide documentation, health and safety, and QA/QC standards in all project support activities.
• Actively contributes to a collaborative studio environment that values flexibility, teamwork, and a high level of accountability.
• Able to work in a collaborative, in-office environment (100% in-office presence required to support direct team engagement and effective cross-functional coordination).

What You Will Bring

• 5+ years of experience in a coordination or administrative role supporting architectural, engineering, or construction projects.
• Degree or technical diploma in Architecture, Engineering, Construction Management, or a related field preferred.
• Strong understanding of project phases, workflows, and financial/contractual processes in a design and construction context.
• PMP certification is considered an asset.
• Demonstrated client service orientation and excellent interpersonal communication skills.
• Familiarity with construction and consultant contracts, insurance requirements, and documentation protocols.
• Proficiency in Microsoft Office Suite and Adobe Acrobat; experience with BlueBeam, Deltek Vantagepoint, and MS Project is an asset.
• Exceptional organizational skills and attention to detail; able to manage multiple tasks and meet tight deadlines with accuracy.

Benefits + Perks

• Zeidler believes in a work-life balance and valuing our people with benefits like:
• PATO Days enjoy an extra day off on long weekends and holiday closures
• Competitive compensation
• Benefits include extended health, dental, health and wellness spending allowance, EFAP, etc.
• Annual profit share
• Wellness initiatives
• Training & education support
• Mentorship and continuous learning
• Professional membership reimbursement
• Social events
• Fun work environment and great firm culture and so much more

What to do now

If you are a motivated, creative, and inspired individual who has the ambition to grow and enjoys working in a collaborative, exciting, and fast-paced environment surrounded by challenging opportunities, we would like to hear from you. Please apply here!

Zeidler is committed to equal opportunity for all employees and applicants, and stand by our principles for a diverse, equitable and inclusive workplace. Applications from all qualified candidates are welcome and we encourage applications from, but not limited to visible minorities, peoples with disabilities, racialized peoples, Indigenous peoples, and persons of all sexual orientations and gender identities.

Please let us know by email or by telephone at ... if you require any accommodations throughout the interview process. We will make all reasonable efforts to accommodate.