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Project Coordinator

1 month ago

Calgary, Canada Cairo Development Ltd Full time

Are you ready to make your mark in a dynamic and cutting-edge environment? We're searching for passionate individuals who thrive on pushing boundaries and redefining what's possible. At Cairo Development, we don't just offer jobs - we offer opportunities to shape the future. We want you on our team if you're driven by innovation, collaboration, and a hunger to excel. Explore the possibilities and be a part of something extraordinary

Let’s help you launch your career with Cairo Development

**YOUR ROLE**

**KEY FUNCTIONS AND RESPONSIBILITIES**:

- Take ownership of the Trade Contractor/Supplier invoice process, ensuring accuracy and efficiency in managing financial transactions.
- Utilize MicrosoftPowerPoint 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.
- 2-3 years of experience in the construction industry, focusing on end-to-end multi-family projects from inception