Project Coordinator- Civil

4 weeks ago

Edmonton AB, Canada Cairo Development Ltd. Full time

Reference: CD202401
 YOUR ROLE:
 
As the project coordinator, you will work alongside the project manager and stakeholders to ensure the smooth execution of projects by effectively managing various administrative, communication, and coordination tasks. Additionally, you will assist with project schedules, tracking progress and milestones, project documentation (RFI, Change Orders, Contracts, etc.), conducting project meetings, procurement, resource allocation, obtaining permits, managing trades and monitoring project budgets. You will uphold quality control, integrity, and a standard of excellence in all project-related activities and promote a commitment to delivering top-tier results. Your attention to detail, exceptional organizational skills, and professional demeanour will contribute to the overall success of our projects and help establish Cairo Development as an industry leader.
 
Reports to: Senior Project Manager
 
KEY FUNCTIONS AND RESPONSIBILITIES:
 
Take ownership of the Trade Contractor/Supplier invoice process, ensuring accuracy and efficiency in managing financial transactions.
Utilize Microsoft PowerPoint and Excel to create project organization and communication charts for clear communication within the project team.
Lead meetings, document meeting minutes, and distribute them to relevant parties.
Effectively communicate project-related information, prioritize stakeholder needs and ensure timely and cost-effective fulfillment of project deliverables.
Compile, prepare, and review all monthly claims, including Trade and Supplier invoices and supporting documentation.
Engage with trade contractors and suppliers regarding invoices and project schedules.
Maintain a diligent follow-up system with Site Superintendents and Project Managers regarding invoice status and signature requirements, ensuring that accounting processes and payment commitments are met.
Manage effective follow-up on Requests for Information (RFIs), Site Instructions (SIs), and other project-related queries to ensure timely responses and resolutions.
Manage the receipt, distribution, and filing of Shop Drawings in order to maintain an organized project documentation system.
Perform daily filing duties for packing slips, reports, and other essential documents, ensuring easy access and retrieval.
Aid in the weekly processing and submission of timesheets in alignment with efficient payroll management.
Streamline supply and inventory orders while making cost-effective decisions to optimize resource allocation.
Take responsibility for record-keeping and management of provided office equipment, including rental and company-owned equipment.
Establish regular communication channels with City departments on various matters, such as invoices and lane closures, to maintain positive relationships and ensure project compliance.
Review, disseminate, and file all relevant documents from Consultants and City Inspections throughout the project's lifecycle.
Gather and organize all Project Close-Out documents, including Operation and Maintenance (O&M) Manuals and Warranty Documents, as required.
Administer Site Orientations when necessary to ensure project safety and compliance.
Assist site superintendents in scheduling deliveries and installation dates, contributing to project efficiency.
Create, issue, and meticulously track detailed Purchase Orders, ensuring accuracy and compliance with procurement procedures.
Aided with the Contract and Purchase Order Management process, including creating and tracking Contract and Purchase Order Awards, managing Contract Control documents, and handling Contract Awards, Change Orders, and approval.
Assist with the Contract Execution Tracking, including maintaining a Contract Execution Tracking Log to monitor and track the progress of contract execution.
Support management in generating and issuing monthly reports and other necessary documentation.
Assist in releasing security deposits or Letters of Credit (LOC) as required, ensuring financial matters are handled promptly and accurately.
Collaborate as needed in the tendering process.
Participate in and prepare reports as required to keep stakeholders informed and project objectives on track.
Monitor Project Construction Schedules and Material Deliveries to identify and address potential delays or issues.
Uphold quality control, integrity, and excellence in all project-related activities, promoting a commitment to delivering top-tier results.
Assist with administrative tasks as they arise, including but not limited to data entry, scheduling, document management, and responding to inquiries from team members or clients.
Actively share innovative ideas for improving company processes with a positive and constructive attitude, fostering a culture of continuous improvement.
Keep team members and relevant stakeholders updated about project status and issues impacting client relations.
Maintain the company's professional image by representing Cairo Development in a manner that aligns with core values and quality standards.
 
QUALIFICATIONS:
 
~ Diploma, bachelor’s degree or equivalent in a related field such as Construction Management, Civil Engineering, Project Management, or a relevant discipline.
~3-5 years of experience in the construction industry, focusing on end-to-end multi-family projects from inception to turnover.
~ Proficiency in the complete MS Office Suite, including advanced Word, Excel, PowerPoint, SharePoint, and Teams utilization.
~ Exceptional multitasking and organizational skills, with an ability to manage various tasks and projects effectively.
~ Thorough understanding of construction safety protocols and Occupational Health and Safety (OHS) requirements, ensuring a secure work environment.
~ Ability to research and find information for project stakeholders.
~ Familiarity with various construction methods and building codes.
~ Excellent communication skills, including verbal, written, and presentation skills.
~ Proven ability to work effectively both independently and in a team-based environment.
~ A flexible and adaptable approach in response to changing priorities, enabling smooth transitions between tasks.

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