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Strategic Partnership Project Coordinator

2 months ago

Ottawa, Ontario, Canada Paul Davis Ottawa Full time
Job Summary

We are seeking a highly organized and detail-oriented Strategic Partnership Project Coordinator to support the Senior Project Manager in managing all jobs within the Strategic Partnership Division at Paul Davis Ottawa.

Key Responsibilities:
  • Assist in project coordination, communication, and administrative tasks to ensure smooth execution from start to completion.
  • Support in monitoring ongoing commercial jobs, providing updates to decision-makers as required.
  • Assist in problem-solving and issue resolution that may affect client/company relationships.
  • Help with commercial governance tasks, including bidding, contract management, and supporting project delivery.
  • Aid in organizing and prioritizing tasks, ensuring alignment with corporate processes.
  • Compile and present information at both detail and summary levels for the Senior Project Manager and other stakeholders.
Project Management:
  • Assist in receiving and processing new job requests, coordinating with the Senior Project Manager for site visits.
  • Help document loss or damage at sites with photos and prepare necessary reports.
  • Aid in preparing work orders for vendors, subcontractors, and internal departments.
  • Assist in gathering sub-trade quotes and supporting documentation for costing and claims.
  • Coordinate and schedule site meetings, ensuring all necessary parties are informed.
  • Update project management systems in real time to track job progress.
  • Support in the creation of work order budgets and assist in reviewing job costing to ensure accurate margins.
  • Help manage communication with all relevant parties throughout the project lifecycle.
  • Assist in invoicing and accounts receivable tasks, including collection of deposits and completion certificates.
Production:
  • Assist in scheduling trades for non-in-house vendors and monitor quality control in coordination with Field Supervisors.
  • Help ensure operational objectives for cost controls and scheduling are met.
  • Aid in conducting pre-construction meetings at the start of each job.
  • Support in confirming budgets, purchase orders, and work orders for each project.
  • Assist in building relationships with current vendors and trade professionals for future project partnerships.
  • Help track job progress using GANTT charts and other project management tools.
Requirements:
  • Must have a strong focus on delivering exceptional results and a commitment to continuous improvement.
  • Must be able to build and maintain strong relationships with stakeholders, including internal functional teams, adjusters/brokers, subs/trades, and customers.
  • Must be able to prioritize tasks, manage multiple projects, and meet deadlines.
  • Must be highly organized and able to maintain accurate records and reports.
  • Must be able to communicate effectively with all levels of the organization.