Building Design Coordinator

Role Summary

Company: Activa

Job Title: Building Design Coordinator

Job Type: Full-Time, Permanent

Reports To: Manager, Building Design

Location: Waterloo, Ontario

Reporting to the Manager of Building Design, the Building Design Coordinator is responsible for overseeing the entire building permit process, acting as the main contact for all building permit applications and associated information, as well as providing administrative support and coordinating information for the Building Design department.

Key Responsibilities

  • Plan and handle the work activities and timelines of the entire building permit process including cheque requisitions, budget reconciliations, building permit submission and issuance.
  • Follow up on and complete any building permit deficiencies as deemed by the municipality.
  • Coordinate the building permit activities with other departments and provide staff assistance.
  • Review existing policy, procedures, and tasks, determining where efficiencies can be obtained.
  • Maintain all building design timelines and related activities, ensuring all departments have the information required and are accountable to their dates.
  • Create and maintain document libraries for digital files, base drawings, subdivision restrictive covenants (by municipality and developer), standard details.
  • Coordinate and administrate the Standard specifications and finishes for each subdivision, and maintain document filing systems.
  • Maintain, update and keep abreast of change to the Multi Summary Sheet and communicate to internal stakeholders.
  • Create and maintain contact lists, meeting agendas and minutes, meeting schedules.
  • Initial creation of Lot Specification Sheet, ROC, Lot Spec Schedule for each single project.
  • Facilitation of Home Product Standards Meeting, Base Plan Design Meeting & Building Design Team Meetings
  • Create and coordinate Department Statistical Reports.
  • Maintain excellent relationships with all planning and building departments, consultants, solicitors and developers;
  • Preparation Research and recommend solutions to design document problems, including conflicts, interferences, and errors and omissions.
  • Preparation of Minor Variances Applications, ensuring City timelines are delivered and met.
  • Maintain accurate and up-to-date logs of NOC’s (Notice of Change), NOI and track responses. Development and maintenance of these forms.
  • Inputting data and uploading of plans into HB1 as well as Final Dwg Review Sign-Offs and Civic Addressing.
  • Coordination of civic addressing for all projects.
  • Maintenance and coordination of Base Plan Library.
  • Maintaining of Drafting HelpDesk, ensuring feedback is disseminated and follow-up by the appropriate individuals.
  • Tarion Enrolment
  • Other duties as assigned by management.


  • Post-Secondary School diploma or degree.
  • Demonstrated administrative, interpersonal and communication skills.
  • Experience in proposal writing and business development.
  • Proficient with Microsoft Office applications.

Personal Attributes

  • High attention to detail with the ability to work in a fast-paced environment.
  • Independent thinker, self-starter and able to work with minimal supervision.
  • Superior ability to plan, organize and effectively present ideas and concepts.
  • Strong interpersonal skills with the ability to lead multi-stakeholder groups to achieve project objectives within pre-determined deadlines.
  • Able to work well under pressure and respond quickly to situations and seize opportunities.
  • Excellent communication skills, both verbal and written
  • Strong interpersonal skills

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    Activa is committed to creating an inclusive environment for all individuals. We support the goals of the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation throughout the recruitment process please contact our Human Resources department.

    If you are self-motivated and are looking for an opportunity to expand your career in a dynamic and enthusiastic environment, you are invited to submit your resume to We appreciate your interest, however only qualified candidates will be contacted. For more information on our company visit