Project Coordinator

2 months ago

Coquitlam, Canada Douglas College Full time

**Work Arrangements**

This position has been submitted for review. Additional information may be available to short-listed applicants at the time of the interview.**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**
- The Facilities Services Project Coordinator contributes to the success of Douglas College and its student community through the efficient coordination of renovation and infrastructure projects within the Facilities Services department. This important role will provide direction, leadership, project administration, and supervision of projects to which they are assigned. Major areas of responsibility for this role include project planning, research, development of specifications, co-ordination, and implementation to support to the Manager, Facilities Services in all aspects of project management. A collaborative, people-centered focus is essential for this role**Responsibilities**
- 1. **_Project_** **_Coordination_**
- a. Provides assistance and support to the Manager, Facilties Services in problem solving, project planning, project estimates, development, execution and management of stated goals and objectives.
b. Produces complex critical path documentation, timelines and presentations using software programs for new construction, renovation and cyclical projects.
c. Coordinates and attends department and various project related meetings; prepares agendas and supporting documentation; prepares and distributes minutes; independently follows through on action items and decisions taken.
d. Plans, organizes and coordinates project planning meetings and functions as required.
e. Schedules meetings with internal and external stakeholders to discuss project plans, impact and project schedules.
f. Coordinates and ensures the time-sensitive preparation and circulation of plans and accompanying documents.
g. Communicates with internal and external stakeholders, as directed, about progress and directions of project.
h. Researches, analyzes and summarizes information for projects from a variety of data sources, institutions; either online or in person; such as capital projects, new construction, renovations and cyclical projects (for example: user groups, architectural firm representatives).
i. Participates in the construction tender process; Reviews and contributes to terms and conditions on contract and/or purchasing documents pertaining to renovation, construction, leasehold/tenant improvements. Including requesting estimates and quotes from suppliers and contractors.
j. Oversees project related letters of credit, performance bonds and securities; monitors and initiates communication/correspondence with contractors regarding status, expiry dates and renewal deadlines to ensure timely renewals with no negative impact to the College.
k. Coordinates and leads project teams and/or task groups as assigned by the Manager, Facilties Services to address cyclical needs, Charters, and other office moves, all of which can be anywhere from occasional, to times of heavy need.
l. Monitors project expenditures for budgets for operations, such as for space allocation, departmental moves, physical site relocations and office moves.
m. Monitors activities so that projects are completed on time, within allocated resources and to agreed quality.
n. Coordinates and manages work flow among the various trades to ensure coordination and successful completion of projects anywhere from occasionally to times of heavy need.
o. Coordinates and assigns work to trades, contractors, realtors and landlords for Coquitlam, New Westminster and other properties regarding installations, moves, set-up and openings and other related types of work.
p. Ensures trades adhere to WorkSafeBC Occupational Health and Safety regulations as well as College policies and procedures by providing safety briefings and obtaining copies of insurance, reviewing WorkSafeBC letters and explaining College policies and expectations in writing and verbally.
q. Maintains project records.
r. Conduct field inspections and reviews during and post construction.
s. Create and maintain deficiency lists
2. **_Administrative Services_**
- a. Maintains project plans and associated communication documents
b. Prepare/update project status reports, process invoices, update tracking reports, and maintain files for due diligence and financials
c. Maintain up-to-date project logs (RFIs/Changes/Submittals)
d. Prepares purchase orders and change orders
e. Reviews invoices to confirm consistency with projections, quotations and budget allocations.
f. Files and archives p

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