Team Coordinator

3 months ago

Coquitlam, Canada Seagate Mass Timber Full time

As an award-winning mass timber design, procurement, and installation contractor, Seagate Mass Timber’s mission is to consistently deliver an exceptional service experience to their clients across North America. Our quality workmanship and professional management of all types of mass timber projects sets a new standard in the mass timber industry. Seagate is leading the way and setting the standard on some of the industries highest profiled projects by embracing new systems, designs, and commitment to sustainable construction practices. We are recognized for our collaborative, consultative approach which is why Seagate Mass Timber continues to gain popularity around the world.

Our highly collaborative teams work together to ensure every piece of our projects are carefully planned and executed before ever setting foot on site. We are committed to the growth of our people and to leading the charge implementing new green systems and practices in construction. Our diverse team of construction professionals strive to always have fun at work, while building some of the most incredible mass timber and componentized buildings in North America. We are at nature a small company with big aspirations for a greener future together.

**Position Summary**

The Seagate Mass Timber Team Coordinator plays a critical role withing the organization, supporting the President, the Operations Team, and Preconstruction. It is their role to ensure all of our projects are set up for success from the start and that all aspects of our project administration across our active and pending projects are organized, consistent, and up to date. In addition, the Team Coordinator will assist our accounting department through proper review and balancing of current invoicing and PO’s in the system and will be critical in the assembly of SMT documents and our internal Operations Manual. The TC will also be tasked with supporting Preconstruction for the creation of bid proposals, and client pursuit documents. Any individual in this role must be comfortable with managing their time efficiently and a constant evolution of duties and requirements.

This position will report directly to the President and will work closely to help streamline the Operations team and how we manage our projects.

**As a Team Coordinator your key accountabilities will involve**:

- Providing administrative and coordination assistance to Seagate Project Managers.
- Maintaining consistency in project documentation for format and content, including editing and proofreading documents.
- Manage the deficiency and warranty activities required at current and former sites (In cooperation with the QA/QC manager).
- Help manage deliverables/tasks w/ PM on Projects
- Work with Preconstruction on proposals and pursuits.
- Create and manage project reports
- Set up of project in JAMs and SASH w/ project # - In cooperation with PM and accounting
- Create an information sheet for each project w/:

- Project name, Number, Location, Type of work (S&I, Supply only, Install), Project description - 2 to 4 sentences, Start dates, durations, overall $ value
- Creation of SharePoint filing system structure and archiving of project documentation. (Must be uniform across projects and simple to follow.)
- Ordering and distribution of construction drawings
- Upload drawings and project documents to PlanGrid.
- Work w/ Preconstruction to coordinate handover documents
- Keep the files up to date in the different folders (SharePoint, PlanGrid, OneDrive, Sage) Weekly
- Manage the overall project file layout as well as construction document interpretations. Read - ensure the most current documents are easily identifiable.
- Manage PlanGrid for all active projects, ensuring the most recent documents are uploaded and available.
- Create Operation and Maintenance Manuals as needed
- Keeping an active contacts list - (Supply, Design, Engineering, Clients, GC’s, etc.)
- Contribute to shop drawing management and review as needed. Create a folder where we could store quotations and invoices.
- Per project, deal with the PM and its needs. (PO should match the quotation, invoice should match PO
- PMs to share any changes from the original quote/PO
- Store some standard quotations in a folder in “Operations” for future projects. (Catalogue for PMs to get a quick idea of pricing for equipment, supplies)
- Coordinate LOA arrangements, Visa’s, Car or Accommodation Rentals, Flights, etc.
- Internally track and record all deliveries and sent items, follow up with couriers as required.
- Issue vendor POs, as needed
- Update initial vendor PO’s to correct dollar amounts following receipt of the invoices
- Re-print the PO’s, attach to the invoice and send in for review and approval
- Prepare cost analysis report for projects for review (re. Total hours to labour cost in $)
- Participate in the writing or updating of company manuals, policies, and notifications
- Attend company and industry events including

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