Project Administration Manager

5 months ago

Toronto, Canada TO Live Full time

**Employment Opportunity**

**Project Administration Manager - 1-Year Contract**

**TO Live**

**Toronto, Canada**

TO Live has a 1-Year full-time contract position in its Operations department for an experienced team player who thrives in a fast-paced, hands-on environment of Capital Projects.

**ACTIVITIES AND RESPONSIBILITIES**:

- ** Procurement Management (20%)**:

- Develop procurement schedules along with means, and methods in alignment with TO Live’s procurement policy
- Set up new project files including confirmation of budget allocations, file structures, and templates
- Assist with the collection and creation of owners' requirements and project inclusions
- Develop and assist in the development of project charters
- Identify, research, and resolve purchasing issues for capital projects and implement procurement processes for efficiency improvements.
- Prepare procurement documentation, including RFPs, RFQs, and Tenders in cooperation with the project team
- Develop online procurement and coordinate changes to requests or issuances or addendums.
- Maintain procurement templates to align with City of Toronto Standards
- Manage purchase orders and contracts for TO Live's capital projects, ensuring fulfillment of agreed-upon terms.
- Perform commercial reviews for vendor shortlisting and obtain supplier clarifications for review by Project Managers
- Prepare and analyze procurement responses for efficient delivery of products and services, providing updates to project schedules and budgets.
- Review pricing forms and coordinate tender document updates with City Legal as required
- Coordinate with the City of Toronto Legal for contract execution, lien claims, or adjudication requests as required
- Collect and review project information for contract execution, including contractor insurance and WSIB documentation.
- **Budget Management and Communications (25%)**:

- Review and monitor Capital Projects budget to ensure adherence to department forecasting
- Audit budget information to ensure the integrity of reporting
- Coordinate with TO Live Finance department on Capital Project billings and invoicing
- Assist when required with the resolution of issues with invoicing and budgeting
- **Construction Coordination, Schedule, and Quality Assurance (40%)**:

- Act as a department representative for the coordination of capital projects works with TO Live operations and venue staff to coordinate work around event schedules and construction timelines.
- Receive and monitor contractor schedules, and oversee project submittals submissions including drawings and samples to ensure project folders are kept up to date.
- Monitor on-site activities to ensure adherence to H&S, project progress, contract documents, and general operational requirements
- Document project progress and compare to contractor-provided schedules to ensure adherence.
- Develop and manage staff communications on interruptions and work activities between all TO Live’s venues.
- Monitor on-site daily works to ensure contractors adhere to TO Live’s policies and contract requirements. Ensure quality assurance on TO Live Capital Projects activities/deliverables.
- **Project Close Out and Archive Management (10%)**:

- Develop a project hit list for project turnover at the User review level
- Collect, monitor, and provide regular updates the to deficiency list to ensure project completion
- Assist the Project Managers in the Execution of the TO Live close-out procedure and manage the turn-over process.
- Ensure all project documents are provided as required for project close-out,
- Work with the user group to create training requirements and schedules for staff
- Archive project information and ensure deliverance of as-builts, red lines and, owner stock
- **Other Duties as Assigned (5%)**:

- Create new forms, templates, or files
- Assist the Director in administrative tasks as required
- Take meeting minutes when required

**JOB REQUIREMENTS**
- While a post-secondary degree in business or a related discipline is the minimum education requirement, if you believe you possess the necessary skills and abilities for the job despite lacking this qualification, we encourage you to apply.
- Minimum three years of experience in procurement/construction or related position(s).
- Strong soft skills with a high proficiency in Microsoft Excel, Word, and PowerPoint.
- Experience in municipal procurement policies and procedures is an asset.
- Strong verbal and written communication skills.
- Attention to detail as it relates to contractual and budgeting matters.
- Analytical capabilities with the ability to quickly implement actions to maximize results
- Ability to handle multiple tasks and meet strict deadlines.
- Ability to follow through and complete overlapping projects.
- Database knowledge (e.g. EMBS) will be an asset.

**WORKING CONDITIONS**
- This role is an on-site position
- Flexibility in hours and schedules and include work on nights and weeken

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