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Project Coordination Specialist
2 months ago
Plan Group is seeking a meticulous Project Coordination Specialist to enhance their operational efficiency.
As a Project Coordination Specialist, your duties will encompass:
- Compiling the monthly "New Business Report" and presenting a summary for management evaluation.
- Maintaining the "Active Job List" and liaising with project managers monthly to monitor project timelines and completion statuses.
- Generating monthly "ToolWatch" reports and distributing them to project managers for assessment and follow-up. Documenting and tracking project managers' confirmations.
- Ensuring compliance of foremen with LPR reports and producing regular LPR reports for each project.
- Overseeing the submission of two-week lookahead forms by foremen on a weekly basis. Recording and organizing these submissions.
- Administering the stabilization fund process, which includes monitoring timesheets, supplier invoices, consultant approval letters, and submitting records to local unions based on project completion percentages.
- Completing and submitting work startup request forms while preparing new work files on the network drive, including the upload of estimation documents. Assembling all necessary paperwork (Form 1000, WSIB, COI, bonding, H&S documents, etc.) at the commencement of projects for client submission.
- Managing all subcontracting documentation (Form 1000, WSIB, COI) for non-subcontracting service providers.
- Preparing and organizing closing documents and collaborating with ECS to finalize execution strategies.
- Overseeing all company activities and executing strategic initiatives while reconciling with original purchase requests.
- Configuring user and project profiles in ProCore and entering budget uploads (monetary and hourly).
- Updating and preserving the latest file templates, archiving outdated versions, and refreshing new templates as per guidelines.
- Coordinating and facilitating departmental meetings, bid handoff discussions, and post-construction reviews. Drafting and disseminating meeting minutes.
- Maintaining current health and safety training records for the department (PM, coordinators, foremen) and notifying when training certifications are due for renewal.
- Providing necessary administrative support, including scheduling meetings, managing departmental records, distributing mail, and handling uniform requests.
The ideal candidate will possess:
- A certificate or diploma in office administration or business management.
- A minimum of two years of experience in an administrative role.
- Experience within the construction industry is advantageous.
- Strong professional communication skills and the ability to work effectively.
- Outstanding interpersonal and organizational abilities with a knack for prioritizing tasks under pressure.
- Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat.
