Project Coordinator, Special Projects

4 weeks ago

Old Toronto, Canada CAPREIT Apartments Full time

Reports To: Senior Project Manager, Special Projects, Engineering and Project Management

Position Summary: 

The Project Coordinator will be responsible for preparing condition audits, administrative support, preparation and coordination of tender documents, vendor invoice management, project fee estimates, specifications, budgets, schedules, general project coordination and administration. Also, will coordinate with consulting firms, contractors, and internal stakeholders, to ensure project schedules and deadlines are met and are within budget. Lead in conducting site inspections to ensure work is performed to CAPREIT’s standards and applicable building codes prior to signing off on project completion. The Project Coordinator will support facilitating knowledge sharing, improve efficiency, standardize processes, drive skills training, and inspire overall collaboration.

 Responsibilities:

  • Maintain calendar, organize meetings, and take meeting minutes as required  
  • Prepare expense reports (Concur)
  • Monitor and submit RFA’s
  • Assist in Tendering and the Bid Analysis process – tender package preparation and coordination, administration and CCDCs monitoring and maintenance
  • Ensure appropriate signatures and/or email approvals on all back up documentation per department process and SAP
  • Investigate and assist in resolving of Purchase Order Discrepancies (incorrect item, price, etc.)
  • Investigate and assist with invoicing discrepancies as required
  • Update process documentation, and workflow charts as needed
  • Assist with Holdbacks and Change Orders   - maintenance, monitoring, processing
  • Auditing - Assist with auditing requests, locate and prepare backup auditing documentation and reporting
  • Reporting –Accrual reports, GR/IR reports, Holdback reports – assist with preparation of analysis, monitor and coordinate in collaboration with Manager and Engineering companies, and update SAP accordingly
  • Prepare various reports and templates
  • Assist with set up new vendors, modify data of existing vendors
  • Assist with Vendors inquiries on status of POs and invoice payments
  • Visit sites for meetings and or reporting on projects etc.
  • Update tracking document including Capex ResServ – Power BI tool
  • Assist with the annual budget process
  • Maintain a proper e-filing system on SharePoint
  • Support office management activities related to 31 Davisville Office
  • May be required to work on ad hoc projects as assigned by the Senior Project Manager
  • Collaborate with engineers, architects etc. to determine the specification of the project
  • Ensure adherence to all health and safety standards and report issues
  • Project manage various construction, intensification and retrofit projects within the portfolio, including budget management, reporting and quality control of general contractor and consultants
  • Support staff in tracking all EUBR requests and assist by reviewing site review finding and specification as required

Qualifications

  • 2 years related experience in Project Coordination or equivalent education in an Engineering discipline
  • Knowledge and application of safety and environment principles and procedures
  • Good understanding of project management principles
  • Demonstrate the ability to manage time effectively, prioritize and work under pressure to meet multiple deadlines
  • Flexibility and ability to work in a fast-paced environment
  • Demonstrate experience implementing a strong safety culture
  • Identify and manage risk and opportunities on construction sites
  • Maintain quality service by establishing and enforcing organization standards Experience with complex data manipulation through excel
  • Attention to detail and a high level of accuracy
  • Solid organizational skills
  • Excellent time management and communication skills
  • Experience with Pivot tables
  • V-look up data
  • Team player
  • Valid G Driver’s license
  • Ability to travel nationally as required
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