Construction Project Coordinator

2 months ago

Victoria, Canada Aquila Pacific Full time

**Construction Project Coordinator**
**Victoria, BC**

**INTRODUCTION TO AQUILA PACIFIC**

Aquila Pacific has established itself in as one of the most dynamic development and construction firms in Western Canada. We value people, relationships, innovation and culture. Our core business is multi-family developments. We’re doing construction differently, and we’re thinking outside the box about how we can improve our company and our industry. We are a real estate development and construction firm grounded in quality, powered by people, and growing for the future. Every aspect of Aquila Pacific is managed with the utmost care and attention to detail, from consulting with investors to fostering a sense of community at each and every one of its properties. Our workplace culture empowers staff at all levels to become involved in supporting and building vibrant communities. If you are looking for a company with a family dynamic, where you can have opportunities to grow and be challenged, then come and join us

**JOB BRIEF**

We are looking for a responsible Project Coordinator to administer, organize and deliver all types of construction projects. Working with the Aquila Pacific team on various activities from planning, improving the construction process and solving simple to complex problems.

Project Coordinator (PC) responsibilities include working closely with our Project Manager (PM), Site Superintendents (SS) and Construction Manager (CM) to prepare comprehensive action plans, tender reviews, scheduling and change management for projects.

You will perform various coordinating tasks, like document control, Request for Information (RFI’s) and issuing of all Site Instructions (SI’s) and directions. Along with document control, this position will work with the PM on administrative duties, handling financial queries for trades and the Aquila Pacific Team.

To succeed in this role, you should have excellent time management, organizational and communication skills, as you will collaborate with clients, Trades, Consultants and internal teams to deliver results on deadlines.

Ultimately, the PC duties are to work with the ECC team, the Sub-trades and vendors to ensure that all projects are completed on time, within budget and meet high quality standards.

**RESPONSIBLITIES**

2. Maintain calendars with any relevant dates. If needed set, follow ups and send invites to site ECC teams or trades.

3. Forward reports to SS, PM, CM and Ownership as needed.

4. File all documents in one drive including reports and quotes.

5. Respond to all queries and communication.

**Daily Tasks**

1. Coordinate project management activities, resources and equipment.

2. Break projects into manageable actions items and set timeframes.

3. Liaise with Sub-trades to identify and define requirements, scope and objectives.

4. Make sure that owners’ needs are met as projects evolve.

5. Help prepare budgets.

6. Analyze risks and opportunities.

7. Oversee project procurement management.

8. Monitor project progress and handle any issues that arise.

9. Act as the point of contact and communicate project status to all participants.

10. Work with the PM to eliminate blockers.

11. Use tools to monitor working hours, plans and expenditures.

12. Issue all appropriate legal paperwork. (e.g. contracts and terms of agreement)

13. Create and maintain comprehensive project documentation, plans and reports.

14. Ensure standards and requirements are met through conducting quality assurance tests.

15. Manage Submittals process.

16. Produce all meeting minutes and distribution to all project members.

17. Booking inspections.

18. Obtaining city permits.

19. Obtaining/organizing final documents.

20. Tracking final expenses/closing out projects.

21. Other tasks as deemed necessary.

**Tendering**

1. Maintain RFQ tracker for tendering.

2. Send out drawings and addressing plans as needed to the trades.

3. Confirm scope of work and then request the same scope from 3-5 trades.

4. Follow up on quotes if not received initially.

5. Once quotes are received create a comparison and send for PM & CM approval.

**Schedule & Tracking**

1. Review schedule in Microsoft Projects and update as requested by PM for CM approval.

2. Maintain daily, weekly and task trackers to provide more detailed workflows.

**Warranties and Manuals**

1. Ensure that manuals are obtained and filed.

2. Create the operation manual for the project as a whole.

3. Track what units have what equipment, have SS or trades confirm as needed.

4. Obtain warranty information from trades thought the project.

5. Organize information in folders and spreadsheets to share with EC Living.

**POs and Invoices**

1. Review invoices daily to ensure if there are any incorrect invoices, request vendors to revise immediately for prompt payment.

2. Use a tracker sheet to ensure all POs are tracked and create new PO’s as needed.

3. Send out approved PO’s to ensure invoices are

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