Project Administrator, Capital Projects

1 week ago

Toronto, Canada Fitzrovia Full time

About the Role:


Fitzrovia is seeking to hire a Project Administrator, Capital Projects to join our team. This role works with various divisional leads in the design, tendering and overall execution of all capital projects across the portfolio. The role’s responsibilities will cover all areas of project management, such as project planning, reporting, cost management, time management, quality and risk management, contract administration, site administration/management and, importantly, overall execution.


At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization, which makes this role well suited for a candidate looking to roll up their sleeves, wear multiple hats and contribute to all aspects of real estate investment and development.


Note this is a full-time, in-office role, based at Fitzrovia's Head Office located at 2 St. Clair Ave W., Toronto, Ontario.


Key Responsibilities:


  • Provide comprehensive administrative support for assigned projects, including managing calendars, preparing and distributing meeting minutes (e.g., project updates, team meetings), and maintaining organized project files.
  • Assist in preparing tenders, product documentation, and Requests for Proposals (RFPs) for ongoing and upcoming projects.
  • Draft and distribute reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
  • Coordinate with contractors, consultants, and accounting teams regarding invoicing, documentation, and other project-related matters.
  • Create and issue Purchase Orders in Yardi as directed by the Capital Projects team, ensuring compliance with internal approval documentation requirements.
  • Process invoices in Yardi, including matching them to purchase orders and contracts, coding invoices to align with budget schedules, and updating project cost trackers and/or Yardi Construction Manager systems.
  • Act as the Team Lead for Yardi Construction Manager, collaborating with Accounting and Property Systems teams to implement and maintain the system. Administer project budgets and invoices within the platform.
  • Work with the Accounting team to create and update project cost trackers or budgets at the start of the fiscal year or as required.
  • Ensure the preparation, execution, and administration of construction contracts, including lien/title searches and holdback release documentation as needed.
  • Assist in receiving tenders, conducting tender analyses, and coordinating contractor pre-qualification and ongoing vendor management.
  • Collaborate with the property management team to coordinate projects impacting residents and building systems. Assist in drafting notices for property teams and residents.
  • Manage and maintain project documentation storage systems (e.g., Shared Drives, SharePoint) and ensure proper organization of contracts, close-out documents, and warranties.
  • Assist with the creation and maintenance of an Approved Contractor List and support other special project initiatives as assigned.
  • Provide additional support for various administrative and project management tasks as required.



Qualifications and Experience:


  • Post-secondary education in a related field is required.
  • Minimum 1-2 years in an administrative role within construction or real estate.
  • Advanced knowledge of Microsoft Excel (e.g., VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint. Working knowledge of Yardi and BlueBeam Revu is an asset.
  • Strong organizational abilities and excellent interpersonal skills, with the capacity to communicate effectively in a multi-disciplinary environment.
  • Proven ability to manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.



Why Fitzrovia:


Fitzrovia is a vertically integrated developer and asset manager of purpose-built rental communities across the Greater Toronto and Montreal Areas. Fitzrovia provides best-in-class development, construction, property and asset management of luxury purpose-built rental apartments with a focus on design, active lifestyle management and exceptional customer service.


Fitzrovia partners with public institutions, pension funds and high net worth investors who have an investment bias towards long-term cash flow generating assets. The company is the largest developer of purpose-built rental apartments in the GTA with over $9.1 billion of assets under management.


We focus on our people and our culture, and offer a competitive salary, benefits, and career development opportunities. Fitzrovia’s commitment to hospitality is at the core of our DNA. To learn more about Fitzrovia, our people and our properties, visit www.fitzrovia.ca.


Fitzrovia is an equal opportunity employer and is committed to creating an inclusive environment for all our employees. If you require reasonable accommodation during the recruitment process, please reach us at careers@fitzrovia.ca.

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