Project Co-ordinator, Construction

3 months ago

Ottawa, Canada Cairo Development Ltd Full time

**YOUR ROLE**:
As the project coordinator, you will work alongside the project manager and stakeholders to ensure the smooth execution of projects by effectively managing various administrative, communication, and coordination tasks. Additionally, you will assist with project schedules, tracking progress and milestones, project documentation (RFI, Change Orders, Contracts, etc.), conducting project meetings, procurement, resource allocation, obtaining permits, managing trades and monitoring project budgets. You will uphold quality control, integrity, and a standard of excellence in all project-related activities and promote a commitment to delivering top-tier results. Your attention to detail, exceptional organizational skills, and professional demeanour will contribute to the overall success of our projects and help establish Cairo Development as an industry leader.

**Reports to**: Senior Director

**KEY FUNCTIONS AND RESPONSIBILITIES**:

- Take ownership of the Trade Contractor/Supplier invoice process, ensuring accuracy and efficiency in managing financial transactions.
- Utilize Microsoft PowerPoint 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 imag

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