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Position Overview

As a Project Coordinator, you will work closely with the project managers to facilitate the coordination of various projects. Project Coordinators assist our Project Managers in the preparation of comprehensive action plans, including resources, timeframes, and budgets for projects. You will perform various coordinating tasks, such as schedule and risk management, along with administrative duties including maintaining project documentation and handling financial queries. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

Responsibilities:

Project Startup:

• Manage/print/assemble drawings and specs for Site Superintendent & Project Manager
• Assemble safety plan with Safety Coordinator/Site Superintendent and Project Manager
• Assist in development of project schedule with Project Manager/Site Superintendent
• Ensure site has all required paperwork (permit, notice of project, sub-trade paperwork)
• Input job contacts into Procore, and save PDF copy to the network
• Produce submittal log, and coordinate with PM for required dates based on project critical path
• Setup Procore with project details, including markups for changes, routing of submittals, spec sections, etc.
• Setup project filing

Project Construction:

• Assist with Tender Evaluations and letters of intent
• Enter purchase orders into Procore & distribute to sub-trades
• Review, stamp, label, and track all submittals within Procore. Ensure timely return of submittals by consultants
• Review & log proposed changes in Procore. Discuss schedule and cost impacts with PM, and coordinate with sub-trades
• Enter change requests including sub-trade pricing and CSL front end costs from PM/Estimating
• Assist PM with updating schedule to reflect changes, delays, etc.
• Update master construction drawing set in PDF format (and hard copy if applicable) to track all updated drawings, changes, etc.
• Enter subcontract change orders upon approval and distribute to sub-trades
• Enter site issued Purchase Orders from Site Supers
• Distribute/save weekly site paperwork from Site Supers
• Ensure Site Supers are updating progress pictures on a weekly basis
• Review & process RFIs, and track their progression in Procore
• Update PM with submittal, change request, and RFI logs prior to bi-weekly site meetings
• Attend bi-weekly site meetings to take minutes as required
• Enter bi-weekly meeting minutes in Procore and distribute to the project team
• Manage/submit project closeouts in a timely manner
• Request closeouts from all trades and report to PM so appropriate payment can be withheld until submission is completed
• Ensure that clients’ needs are met throughout the evolution of the project
• Act as the point of contact and communicate project status to all participants
• Work with the Project Manager to monitor progress and handle any issues that arise while eliminating blockers
• Use tools to monitor working hours, plans, and expenditures
• Create and maintain comprehensive project documentation, plans, and reports

Education and Experience:

• Degree or diploma in Project Management, Architectural Construction Engineering Technology or related field
• Proven work experience as a Project Coordinator (minimum 3 years)
• Experience in project management, from conception to delivery
• Hands-on experience with project management tools (e.g. Basecamp, Trello, Microsoft PPM); Procore is an asset

Skills:

• An ability to prepare and interpret flowcharts, schedules, and step-by-step action plans
• Solid organizational skills, including multitasking and time management
• Strong client-facing and teamwork skills
• Familiarity with risk management and quality assurance control
• Strong working knowledge of Microsoft Project and Microsoft Planner
• PMP or CET certification is considered an asset but not mandatory

Working Conditions:

• Office work either at head office or at specific project locations
• Occasional travel
• 44-hour work week with intermittent overtime