Project Controls Coordinator

3 weeks ago

Victoria, Canada CRD Full time
Project Controls Coordinator - Integrated Water Services Capital Projects

Business Unit: Integrated Water Services

Shift: Regular

Rate of Pay: $48.72 - $55.19 per hour

Hours of Work: 70 hours bi-weekly

Posting Date: October 30, 2024

Closing Date: Open until filled, reviews of submissions will begin on November 14, 2024

Summary

This position supports the CRD in the successful delivery of capital projects. Providing support at both the program level and the level of individual projects, the incumbent will help to develop, refine, and implement processes and procedures that will support the execution, monitoring, and reporting of capital projects. The position will also be integral to provide scheduling, cost control, document control, and reporting services for a wide variety of capital projects.

Key Duties & Responsibilities
  • Develops and maintains a comprehensive and fully integrated master schedule for all projects within a larger capital program to support workflow planning, resourcing, and reporting.
  • Prepares individual project schedules in various formats as directed by project managers and CRD leadership, and analyzes contractor and consultant schedule submissions as directed.
  • Develops, maintains, and continually iterates improvements to a comprehensive tracking spreadsheet for all approved and proposed projects, complete with project status, key individuals, project drivers, risk and prioritization scoring, status updates, and other details as requested.
  • Supports with establishing and monitoring project budgets and detailed work breakdown structures (WBS) to support CRD leadership and project managers in monitoring project financial health.
  • Gathers information from project managers to support regular project reporting, cash flow forecasting, and assists with the development of project update reports as directed.
  • Works collaboratively with various management staff, project managers, consultants, contractors, and other internal and external parties to support effective and consistent project controls between multiple projects.
  • Gathers input from multiple parties and works with management staff to develop, revise, and implement processes, procedures, and document templates that support effective and consistent project delivery.
  • Assists in the development, implementation, and revisions to centralized Sharepoint (or other platforms) sites that will be home to processes, procedures, workflows, training materials, and templates for project delivery.
  • Facilitates workflow approval processes.
  • Provides a document control function for project managers and helps to improve and maintain consistent project filing. Works with other departments, including IT, in working toward centralized filing systems with 3rd party users.
  • Supports the implementation of new processes, procedures, and software by acting as a liaison to consult with internal staff and external parties, as required.
  • Supports the Manager, Capital Projects in the annual development of the 5-year Capital Plan by gathering and inputting information from various departments.
  • Leverages various platforms, such as MS Project, MS Planner, MS Teams, MS To-Do, Sharepoint, and other platforms that may be implemented in the future, to help establish real-time project monitoring and workflow task allocations.
  • Provides project management support functions for routine capital projects and supports project managers during project delivery.
  • Supports project managers in the development of project plans and project closeout documentation.
  • Follows all policies, procedures, and standards of the CRD.
  • Performs other related duties as required.
Additional Information
  • None
Key Skills & Abilities
  • Excellent communication (verbal and written), interpersonal, and customer service skills are required.
  • Demonstrated ability to establish and maintain effective working relationships with internal and external parties.
  • In-depth understanding of the Project Management Body of Knowledge (PMBOK) with direct experience specific to the project life cycle, preferably related to municipal infrastructure improvement projects.
  • Detail-oriented with excellent organizational skills.
  • Demonstrated analytical skills with the ability to obtain, catalogue, and interpret diverse information to achieve desired results.
  • Advanced skills in creating, monitoring, and manipulating complex schedules in MS Project. Experience with Primavera P6 and other project management software and systems is also considered an asset.
  • Demonstrated experience in working on complex project-focused work as part of a diverse team.
  • Complete understanding of how project controls can be used to improve project delivery. Detailed understanding of concepts including critical path analysis, milestones, float, cost controls, work breakdown structure, cash flow, earned value, document control, and contract administration.
  • Demonstrated experience with Microsoft 365 platforms, including Word, Excel, Outlook, PowerPoint, Teams, Project, Planner, To-Do, OneNote, OneDrive, Sharepoint, Visio, and others.
  • Experience developing, revising, and implementing processes and procedures to improve project delivery.
  • Experience in developing workflow diagrams and other aids to help onboarding of staff and clarifying processes and procedures in a clear and concise manner.
  • Understanding of typical project documentation and digital document management.
  • Demonstrated ability to manage consultants to help facilitate goals and deliverables.
Qualifications
  • Degree in a related discipline
  • A minimum of 6 years' directly related experience
  • An equivalent combination of education and experience
Certification

Project Management Professional (PMP) certification is considered an asset.

APPLICATIONS

To apply for this exciting opportunity, please click "Apply now" to submit your resume and covering letter online.

We welcome all qualified applicants to apply and may consider a combination of experience, education, and/or training where possible.

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.

We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences.

Accommodations will be provided upon request during the selection process.

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