Job Description

Gillespie Handyman Services is growing, and we're looking for a detail-driven, highly organized, and experienced

Project Coordinator

to help keep our residential and commercial renovation and repair projects running smoothly. If you have a solid understanding of construction, excel at communication, and love using technology to improve workflow efficiency, this role may be the perfect fit.

About the Role

As a Project Coordinator, you will manage the full lifecycle of repairs and service calls--from approval through completion. You'll act as the central communication hub for customers, technicians, suppliers, and management, ensuring projects are well-prepared, expectations are clear, schedules are efficient, and that the overall customer experience reflects our commitment to professionalism and quality.
This role will also include overflow and coverage support for our Estimate Coordinator. You'll help gather details, prepare estimate documentation, and ensure a smooth transition from estimating into active project coordination.

What You'll Do

Prepare work orders, coordinate materials and deliveries, and schedule technicians. Communicate directly with customers to clarify details, confirm expectations, and keep projects on track. Troubleshoot issues, manage scope adjustments, and maintain smooth workflow throughout each job. Provide supportive guidance to field technicians, helping them follow company systems and stay aligned with proven processes for success. Foster a positive, team-focused culture with consistent, solutions-oriented communication. Follow up with customers after completion, arrange touch-ups when needed, and finalize administrative steps related to invoicing and payments. Assist the Estimate Coordinator during busy periods and/or vacations by gathering job details, preparing estimate templates, and keeping documentation organized.

Team Support

You'll work closely with our field technicians by offering positive, constructive guidance when challenges arise, reinforcing company processes, and helping ensure projects stay on track. You'll also contribute to a collaborative, one-team environment that empowers technicians to succeed in their roles.

Critical Skills & Attributes

Construction Knowledge

Strong understanding of residential construction and renovation processes, commercial construction experience is an asset Experience with tools, materials, written scopes of work, and workflow planning Ability to anticipate what technicians will require onsite

Tech-Savvy & Efficient

High proficiency with Google Workspace, CRM/workflow platforms, scheduling tools, and QuickBooks Comfortable streamlining admin processes and embracing new tools that improve efficiency

Strong Communicator

Clear, professional writing skills for customer communication, internal notes, budget planning and work orders Confident, friendly phone and email presence Ability to build rapport and guide customers through decisions

Organized & Calm Under Pressure

Skilled at coordinating multiple jobs in a fast-paced environment Strong judgment, problem-solving ability, and a proactive mindset Enjoys organizing moving parts and keeping schedules balanced and efficient

Local Expertise

Must live in or be very familiar with the Greater Ottawa Area Knowledge of neighbourhoods, travel routes, and local suppliers

Why Join Us'

Work with a respected renovation and handyman team known for quality and professionalism Be part of a supportive, solutions-focused, team-first culture Opportunity for growth into expanded operations or project management roles Starting salary range from $75,000 to $90,000 * Working hours Monday through Friday, 8am-4pm, excluding statutory holidays