Project Coordinator – Industrial Construction, Racking & Automation

Project Coordinator – Industrial Construction, Racking & Automation

**Remote – Philippines | Full-Time | North American Projects**

MTLI Group is looking for a highly organized, technically capable **Project Coordinator** based in the Philippines to support our growing construction, warehouse automation, racking, conveyor, material handling, and facility project portfolio across Canada and the United States.

This is not simply an administrative position.

We are looking for someone who can work directly with Project Managers, Operations, Engineering, Procurement, Site Supervisors, Vendors, Subcontractors, and Customers to help ensure projects remain organized, properly documented, on schedule, and financially controlled.

The ideal candidate has experience supporting **construction, industrial, engineering, material handling, automation, manufacturing, warehousing, or similar project environments.**

## Key Responsibilities

### Project Coordination

Manage and maintain project documentation from project award through completion.

Assist Project Managers with project startup, planning, execution, tracking, and closeout.

Maintain accurate project folders, documentation, trackers, schedules, and correspondence.

Track project milestones, deliverables, deadlines, and outstanding action items.

Follow up aggressively with internal teams, subcontractors, suppliers, and customers to ensure deliverables are completed.

Coordinate multiple projects simultaneously across Canada and the United States.

### Project Scheduling

Assist with building and maintaining project schedules and Gantt charts.

Track planned versus actual progress.

Identify upcoming deadlines, dependencies, delays, and potential schedule conflicts.

Maintain look-ahead schedules for upcoming project activities.

Coordinate project schedules with field teams, subcontractors, vendors, engineering, and customers.

Escalate potential delays to the Project Manager before they become major problems.

### Cost & Financial Tracking

Maintain project cost trackers.

Track purchase orders, subcontractor costs, labor costs, equipment, freight, materials, hotels, travel, and other project expenses.

Assist Project Managers with budget versus actual reporting.

Track committed costs and outstanding invoices.

Assist with project profitability reporting.

Help identify potential cost overruns.

Maintain accurate records for change orders and additional work.

### Change Orders & Scope Tracking

Maintain a complete change order log.

Track additional work requested by customers or discovered onsite.

Assist Project Managers with collecting supporting documentation including:

Photos

Daily reports

Labor hours

Material costs

Equipment costs

Subcontractor pricing

Customer correspondence

Ensure potential change orders are identified and documented quickly.

### Documentation & Project Controls

Maintain:

Project schedules

RFI logs

Submittal logs

Change order logs

Purchase order logs

Drawing registers

Project contact lists

Material trackers

Equipment trackers

Shipping trackers

Site documentation

Project financial trackers

Project closeout documents

Ensure current drawings and revisions are distributed to the appropriate team members.

### Material & Logistics Coordination

Track equipment and material from ordering through delivery.

Communicate with vendors regarding manufacturing and shipping status.

Maintain shipment and delivery schedules.

Coordinate freight information with project teams.

Track shortages, damaged materials, incorrect quantities, and outstanding items.

Communicate potential material delays immediately.

### Field & Workforce Coordination

Assist Operations with workforce planning and crew scheduling.

Maintain project crew lists.

Track employee and subcontractor requirements.

Verify site requirements such as:

Safety certifications

Site orientations

Travel arrangements

Hotels

Equipment requirements

PPE requirements

Customer-specific documentation

Coordinate with field supervisors regarding daily project requirements.

### Daily & Weekly Reporting

Review and organize daily field reports.

Verify manpower reporting.

Track completed work.

Organize project photos and supporting documentation.

Prepare weekly project status summaries showing:

Project progress

Schedule status

Labor status

Materials

Outstanding RFIs

Change orders

Project financial status

Major risks

Required decisions

Upcoming milestones

### Customer & Vendor Communication

Communicate professionally with customers, suppliers, engineers, subcontractors, and internal stakeholders.

Schedule project meetings.

Prepare meeting agendas when required.

Take detailed meeting notes.

Distribute meeting minutes with owners and deadlines.

Follow up until action items are completed.

### Project Closeout

Coordinate project closeout documentation including:

Punch lists

Deficiency lists

Final documentation

Customer signoffs

Warranty information

As-built drawings where applicable

Final change orders

Project financial reconciliation

Lessons learned

Customer feedback

Assist with producing an end-of-project report.

# Industries / Systems We Work With

Candidates with exposure to any of the following will be strongly preferred:

Pallet racking

Industrial shelving

Mezzanines

Conveyor systems

Material handling systems

Warehouse automation

Robotics

Distribution centres

Fulfillment centres

Manufacturing facilities

Industrial construction

Electrical installations

Mechanical installations

Facility upgrades

Equipment installation

Warehouse relocations

Rack installation or dismantling

General contracting

# Software & Technical Skills

Candidates should be comfortable using or learning:

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Google Workspace

Project management software

CRM systems

Microsoft Project or similar scheduling software

Bluebeam

AutoCAD drawing review

PDF drawings

Construction drawings

Gantt charts

Cost tracking spreadsheets

Document management systems

Advanced Excel skills are strongly preferred.

You do not need to be an engineer, but you must be comfortable reading drawings, measurements, schedules, quantities, and technical project information.

# Required Experience

2+ years of Project Coordinator, Construction Coordinator, Project Administrator, Project Controls, Engineering Coordinator, or similar experience preferred.

Experience supporting North American customers is highly preferred.

Construction, engineering, industrial, manufacturing, material handling, or automation experience is strongly preferred.

Excellent written and spoken English.

Strong Excel skills.

Strong attention to detail.

Ability to manage many tasks and projects simultaneously.

Ability to follow up repeatedly until an issue is resolved.

Comfortable communicating directly with senior Project Managers and customers.

Ability to work independently in a remote environment.

# Working Hours

This position supports our Canadian and United States operations.

Candidates must be comfortable working hours that provide significant overlap with **Eastern Time North American business hours.**

Some flexibility may occasionally be required during major project deployments.

# What Success Looks Like

A strong Project Coordinator at MTLI should make the Project Manager significantly more effective.

You should always know:

What is happening on the project.

What is behind schedule.

What materials are missing.

What decisions are outstanding.

What RFIs are unanswered.

What change orders are pending.

What costs have been committed.

What invoices are outstanding.

Who is working onsite.

What needs to happen next.

Nothing important should fall through the cracks.

# Performance Expectations / KPIs

### Project Documentation Accuracy

Target: **98%+ project documentation accuracy and completeness**

### Project Tracker Accuracy

Target: **100% of assigned active projects updated weekly**

### Meeting Minutes

Target: Meeting minutes and action items distributed within **24 hours**

### Project Scheduling

Target: All major milestones, dependencies, and schedule changes accurately reflected in project trackers.

### Change Order Tracking

Target: **100% of identified additional work documented and entered into the change order tracker**

### Cost Tracking

Target: Project cost trackers updated at least weekly with known committed and actual costs.

### Daily Report Compliance

Target: **95%+ collection and organization of required daily field reports**

### Material Tracking

Target: All major material and equipment deliveries tracked with upcoming risks identified in advance.

### Action Item Closure

Target: No critical project action item left without an owner and due date.

### Project Closeout

Target: Closeout packages completed within the required project closeout timeline.

# The Type of Person We Want

Extremely organized.

Detail-oriented.

Persistent.

Comfortable following people up.

Not afraid to ask questions.

Able to identify problems before being told about them.

Strong communicator.

Calm under pressure.

Comfortable managing multiple priorities.

Commercially aware.

Interested in construction and technical projects.

Someone who takes ownership rather than waiting for instructions.

# Application Requirements

Please submit:

1. Your resume.

2. A short explanation of the types of projects you have coordinated.

3. Examples of construction, engineering, automation, manufacturing, or material handling projects you have supported.

4. The project management and scheduling software you have used.

5. Your Excel skill level from 1–10.

6. Your experience reading construction or engineering drawings.

7. Your experience tracking project budgets and costs.

8. Your experience managing RFIs, submittals, purchase orders, change orders, or project documentation.

9. Your availability to work North American Eastern Time hours.

10. Your expected monthly compensation in PHP.

# Practical Skills Test

Shortlisted applicants may be provided with a sample industrial project and asked to prepare:

A project kickoff checklist.

A basic Gantt schedule.

A project cost tracker.

A material delivery tracker.

An RFI and change order log.

A weekly project status report.

A list of risks they identify from the project information provided.

We are looking for candidates who can demonstrate how they think and organize a project, not simply candidates with the strongest resume.

# About MTLI Group

MTLI Group delivers industrial construction, material handling, warehouse infrastructure, installation, maintenance, racking, conveyor, automation, relocation, and turnkey project solutions throughout Canada and the United States.

Our projects can range from smaller facility upgrades to large, multi-site industrial and distribution centre deployments.

As we continue scaling across North America, this position will become an important part of our Project Management and Operations organization.