Reports To: Senior Project Manager, Special Projects, Engineering and Project Management
Position Summary:
The Project Coordinator will be responsible for preparing condition audits, administrative support, preparation and coordination of tender documents, vendor invoice management, project fee estimates, specifications, budgets, schedules, general project coordination and administration. Also, will coordinate with consulting firms, contractors, and internal stakeholders, to ensure project schedules and deadlines are met and are within budget. Lead in conducting site inspections to ensure work is performed to CAPREIT’s standards and applicable building codes prior to signing off on project completion. The Project Coordinator will support facilitating knowledge sharing, improve efficiency, standardize processes, drive skills training, and inspire overall collaboration.
Responsibilities:
Maintain calendar, organize meetings, and take meeting minutes as required
Prepare expense reports (Concur)
Monitor and submit RFA’s
Assist in Tendering and the Bid Analysis process – tender package preparation and coordination, administration and CCDCs monitoring and maintenance
Ensure appropriate signatures and/or email approvals on all back up documentation per department process and SAP
Investigate and assist in resolving of Purchase Order Discrepancies (incorrect item, price, etc.)
Investigate and assist with invoicing discrepancies as required
Update process documentation, and workflow charts as needed
Assist with Holdbacks and Change Orders - maintenance, monitoring, processing
Auditing - Assist with auditing requests, locate and prepare backup auditing documentation and reporting
Reporting –Accrual reports, GR/IR reports, Holdback reports – assist with preparation of analysis, monitor and coordinate in collaboration with Manager and Engineering companies, and update SAP accordingly
Prepare various reports and templates
Assist with set up new vendors, modify data of existing vendors
Assist with Vendors inquiries on status of POs and invoice payments
Visit sites for meetings and or reporting on projects etc.
Update tracking document including Capex ResServ – Power BI tool
Assist with the annual budget process
Maintain a proper e-filing system on SharePoint
Support office management activities related to 31 Davisville Office
May be required to work on ad hoc projects as assigned by the Senior Project Manager
Collaborate with engineers, architects etc. to determine the specification of the project
Ensure adherence to all health and safety standards and report issues
Project manage various construction, intensification and retrofit projects within the portfolio, including budget management, reporting and quality control of general contractor and consultants
Support staff in tracking all EUBR requests and assist by reviewing site review finding and specification as required
Qualifications
2 years related experience in Project Coordination or equivalent education in an Engineering discipline
Knowledge and application of safety and environment principles and procedures
Good understanding of project management principles
Demonstrate the ability to manage time effectively, prioritize and work under pressure to meet multiple deadlines
Flexibility and ability to work in a fast-paced environment
Demonstrate experience implementing a strong safety culture
Identify and manage risk and opportunities on construction sites
Maintain quality service by establishing and enforcing organization standards Experience with complex data manipulation through excel
Attention to detail and a high level of accuracy
Solid organizational skills
Excellent time management and communication skills
Experience with Pivot tables
V-look up data
Team player
Valid G Driver’s license
Ability to travel nationally as required
Opérations