Projects and Estates Officer

4 weeks ago

Toronto ON, Canada Fitzrovia Full time

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. Provide comprehensive administrative support for assigned projects, including managing calendars, preparing and distributing meeting minutes (e.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.
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. Manage and maintain project documentation storage systems (e.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.


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.VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint. Working knowledge of Yardi and BlueBeam Revu is an asset.
Proven ability to manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.


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. 1 billion of assets under management.

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