Project Coordinator - Development & Design

New Generation Design Wave (NGDW) is an innovative architectural design firm dedicated to reshaping communities through uniquely designed spaces that enhance human experiences. Our approach melds aesthetic excellence with functional design to transform everyday environments into thriving social, cultural, and economic hubs. At NGDW, we prioritize sustainability, community integration, and architectural innovation. Our expertise spans across feasibility studies, advanced visualization, and comprehensive project management, ensuring every project is a seamless fusion of vision and reality, designed not just to meet, but to exceed expectations

The Project Coordinator supports the Head of Design and Project Leads across multiple development projects, with NGDW acting as the Owner’s Representative. The Project Coordinator maintains project information, coordinates consultants and internal teams, tracks schedules and action items, and ensures that decisions, deliverables and outstanding items are documented and followed through. This is an active project-coordination role rather than a general administrative position, and knowledge of AI processes is critical to it. The role is characterized by five major characteristics

1. Project coordination, action tracking and consultant follow-up

2. Meeting, decision and schedule management

3. Consultant procurement and RFP coordination

4. Document and information management in SharePoint and ACC

5. AI-enabled project coordination and continuous improvement

Primary Responsibilities:

• Coordinate day-to-day activities across assigned development and design projects, supporting the Head of Design and Project Leads
• Maintain project action, deliverable, issue, risk, decision and milestone registers
• Track consultant commitments, submissions, approvals, deadlines and outstanding information, and follow up on overdue items
• Coordinate information among architectural, structural, mechanical, electrical, civil, landscape and other consultants Escalate unresolved coordination issues, schedule risks, scope gaps and decisions requiring direction to the Head of Design or Project Lead
• Prepare agendas, attend internal, client, consultant and authority meetings, and distribute minutes with actions, responsible parties and due dates
• Maintain decision records and carry unresolved actions forward until formally closed
• Develop and maintain project schedules, milestone trackers and look-ahead lists covering design, approvals, permitting, tender, construction and closeout
• Prepare concise project status, schedule and outstanding-item reports for the Head of Design and management
• Prepare consultant RFP packages using NGDW standards, and coordinate issuance, bidder questions, addenda and submissions
• Prepare fee comparison and scope-leveling matrices, identifying exclusions, overlaps and scope gaps for review
• Maintain organized project records in SharePoint, Teams and Autodesk Construction Cloud (ACC), applying NGDW naming, filing and version-control standards
• Ensure key decisions and commitments are captured in the formal project record rather than remaining only in email or chat
• Maintain logs for RFIs, submittals, site instructions, changes and deficiencies during construction, and support turnover and closeout
• Support the review and coordination of architectural and consultant drawings, drawing on prior experience preparing or working with technical drawing packages.
• Working knowledge of Autodesk Revit is required, including the ability to navigate models, review drawings, and understand architectural documentation.
• Other duties as required

AI & Digital Project Coordination:

• Use Microsoft Copilot and other NGDW-approved AI tools for meeting summaries, action-item extraction, document review, research and project reporting
• Apply practical AI processes, including prompt design, source grounding, context management, output validation and human review
• Review meeting transcripts and AI-generated summaries to identify actions, owners, deadlines, decisions and unresolved issues
• Maintain structured project master lists so actions, schedules, decisions and consultant deliverables can be retrieved and reported accurately
• Use AI to surface overdue items, upcoming milestones, missing information and potential coordination gaps
• Support AI-enabled workflows connecting Teams, SharePoint, Planner, Outlook and ACC, and identify repetitive tasks that can be automated without weakening accountability
• Verify AI-generated output against source records before use, and protect confidential information by following company requirements for approved tools and data handling

Requirements

• Degree in Architecture; a background in Architecture is preferred
• 2-5 years of relevant experience in architectural practice, development, design management, construction or project coordination
• Demonstrated knowledge of AI processes and practical experience using AI tools in a professional workflow (critical requirement)
• Experience coordinating multidisciplinary design consultants and reviewing architectural and consultant documentation is preferred
• Experience working on large-scale, complex development projects is preferred.
• Ability to read and understand drawings, specifications, reports, schedules and consultant submissions
• Strong organizational, written communication, analytical and follow-up skills
• Ability to manage multiple projects, priorities and deadlines with limited supervision
• Sound judgment regarding confidentiality, information accuracy, version control and escalation
• Ability to establish and maintain effective working relationships with the team, consultants and stakeholders
• Proficient in Microsoft 365 (Teams, SharePoint, Outlook, Excel, Planner and Copilot), with working knowledge of ACC, Bluebeam Revu and Adobe Acrobat

Benefits

• Comprehensive Health and Dental plan
• RRSP Matching
• Continuous Learning Program
• Career advancement opportunities
• Employee Assistance Program