Project Coordinator

Job Details
Description
THE ROLE:

Reporting to the Construction Manager and Project Manager, the Coordinator, Projects is primarily responsible for providing administrative and clerical services. The incumbent’s primary functions include providing administrative support, project document control, and monitoring payments and expenditures. Providing these services in an effective and efficient manner will ensure that projects are delivered on schedule, on budget and meet scope requirements. Additionally, from time to time, the role will include administrative tasks for the Accounting team.

RESPONSIBILITIES:

The duties and responsibilities for the Coordinator, Projects include, but are not limited to the following:

Owns project document control across all phases of construction, maintaining a comprehensive and up-to-date filing system for all submittals, RFIs, change management, drawings, meeting minutes, and project correspondence
Reviews, submits and maintains tracking logs for RFI’s, samples and submittals
Prepares change orders, shop drawings, and RFI submissions for review/approval
Assists with Sage entries for project contracts, subcontracts, invoices and change orders
Ensures proper authorization, appropriate coding to projects, and timely processing of payments
Assists in the processing of progress billings from contractors and other vendors
Coordinates and collects all close-out documents
Ensures timely follow-ups on all aspects of projects, quotes and opportunities
Solicits quotes and technical documentation from vendors
Orders goods directly from our suppliers when required
Handles vendor, subcontractor, and internal inquiries.
Processes all expenditures relating to travel, projects, and subcontractors; exercising extreme discretion with such sensitive and confidential information.
Submits and tracks credit card receipts and performs associated reconciliations.
Requests and coordinates job site services, equipment rentals and job site materials, as directed by the Project Manager
Supports the Health and Safety initiatives, as directed by the Construction Manager
Prepares a draft of the monthly financial report for the Project Manager’s/Construction Manager’s review.
Administers and Closes the Deficiency Process for project turnover in collaboration with the Project Manager.
Develops close out binders for project completion.
Assists in the closing of project permits.
Supports the Project Manager in Occupancy related documentation.

Skills and Qualifications:

Academic/Education Requirements:

Educational background in Construction, Project Management or a construction-related field, or a combination of knowledge, skills with a minimum of 5 years’ experience in a comparable role, preferably in the hospitality/real estate industry.

Knowledge, Experience and Skills Requirements:

Continuous improvement attitude.
Well developed critical thinking skills and mental agility.
Ability to read and interpret drawings/specifications and have knowledge of applicable Provincial//Municipal standards & legislation.
Excellent organizational and planning skills and ability to manage multiple projects.
Ability to meet tight deadlines and schedules while maintaining safety and profitability.
Excellent verbal and written communication skills.
Strong analytical and problem solving skills.
Work within project framework and adhere to all Company guidelines and policies.
Ability to work with minimum supervision.

Work Conditions:

Required to work flexible/variable schedule dependant on project deadlines.
Physical ability to frequently lift up to 50lbs/23kgs.
Frequent travel to the construction site, and off-site locations, will be required.
Ability to travel, as project location can vary geographically within Canada.
PPE and RPE will be required at construction sites, e.g., steel-toed safety boots, hard hat at a minimum, and any project specific requirements.
Peak project periods may require working overtime, as required.
Exposure to hazards associated with the construction trade.
Ability to work both indoors and outdoors.
Constant exposure to construction sites.
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