Project Coordinator

bout Helio Urban Development

We're a Canadian property development company specializing in small multi-unit residential projects (4-12 units) across Nova Scotia. We build affordable housing through standardized, efficient processes with 10+ concurrent projects annually.

The Opportunity
We're seeking an exceptional Project Coordinator to support our Project Management team in delivering multiple residential development projects. This is a full-time remote position perfect for someone who thrives in organizing complex workflows and creating professional communications.

Key Points:

Full-time remote position (40 hours/week)
Atlantic or Eastern Time Zone required
Competitive base salary + performance bonuses
Direct support to Project Managers overseeing 10+ active projects
Growth opportunity into project management or operations leadership

What You'll Do
Core Responsibilities (70% of role)
1. Project Administration & Coordination

Process permit applications and track approvals across multiple municipalities
Update and maintain BuilderTrend project management system daily
Schedule inspections, meetings, and contractor site visits
Coordinate material deliveries and trade schedules
Track project milestones, deadlines, and deliverables

2. Document Management & Creation

Create highly polished PDF presentations for clients, investors, and municipalities
Prepare professional document packages for permits and inspections
Develop project status reports and executive summaries
Maintain organized digital filing systems for all project documentation
Compile photo documentation and quality reports

3. Communication Hub

Draft correspondence for Project Manager review and approval
Screen and prioritize incoming communications
Follow up with trades, suppliers, and municipal offices
Maintain stakeholder contact databases
Prepare client updates and meeting materials

Growth Opportunities (30% of role)
Research & Process Improvement

Research municipal bylaws and permit requirements
Document and improve operational processes
Identify efficiency opportunities across projects
Support business development initiatives

Required Qualifications
Must-Have Requirements

Experience: 3+ years as Executive Assistant, Project Coordinator, or similar role
Industry Knowledge: 2+ years in North American construction, real estate, or development
Technical Skills:

Expert-level document creation (InDesign, PowerPoint, Canva, or similar)
Advanced Microsoft Office and Google Workspace
Experience with project management software
Portfolio demonstrating professional PDF/presentation work


Communication: Exceptional written and verbal English skills
Education: Degree or diploma in business, construction management, or related field
Work Setup: Professional home office with reliable high-speed internet
Availability: Full commitment to Atlantic/Eastern Time Zone hours

Preferred Qualifications

Experience with BuilderTrend or similar construction PM software
Knowledge of Canadian construction processes and terminology
Project management certification (PMP, CAPM, or similar)
Understanding of construction financing and draw schedules
French language skills (asset for some Nova Scotia municipalities)

Major Advantages - Significant Bonus Potential

Content Creation & Social Media Management:

Experience managing LinkedIn, Instagram, Facebook for Upgrade to see actual info companies
Ability to create engaging construction/development content
Photography and video editing skills for project documentation
Content calendar development and execution
Brand storytelling and community engagement experience


Digital marketing or communications background
Experience with Nova Scotia permit and inspection processes
Previous support to C-level executives in construction/development

What Makes This Role Unique

Learning Opportunity: Direct exposure to all aspects of real estate development
Growth Path: Clear progression to Project Manager or Operations Manager
Impact: Support multiple projects addressing Nova Scotia's housing needs
Variety: No two days are the same across 10+ active projects
Mentorship: Learn directly from experienced Project Managers

Compensation & Benefits

Competitive base salary commensurate with experience
Performance bonuses tied to project milestones
Additional compensation for social media/content creation responsibilities
Stable, long-term employment with growing Canadian company
BuilderTrend training and professional development provided

Application Process
To Apply, Submit:

Resume highlighting:

Project coordination or executive assistant experience
Construction/real estate industry exposure
Software proficiencies with skill levels
Any content creation or social media experience


Cover Letter addressing:

Why you're interested in construction/development
Your approach to managing multiple priorities
How you ensure accuracy in detailed work
Content creation experience (if applicable)


Portfolio (REQUIRED):

3-5 examples of professional PDFs or presentations you've created
If applicable: social media content samples or campaign results
Any process documentation or improvement projects


References: Three professional references, including at least one supervisor