Senior Capital Projects Coordinator

5 days ago

Toronto, Ontario, Canada Fitzrovia Full time
Job Description:

We are seeking an experienced Senior Capital Projects Coordinator to join our team at Fitzrovia, a vertically integrated developer and asset manager of purpose-built rental communities across the Greater Toronto and Montreal Areas.

About Fitzrovia:
Fitzrovia provides best-in-class development, construction, property and asset management of luxury purpose-built rental apartments with a focus on design, active lifestyle management and exceptional customer service. Our team partners with public institutions, pension funds and high net worth investors who have an investment bias towards long-term cash flow generating assets. With over $1 billion in assets under management, we are committed to delivering exceptional results and exceeding expectations.

Responsibilities:
As a Senior Capital Projects Coordinator, you will play a key role in supporting the Capital Projects team in the execution of various projects across our portfolio. Your responsibilities will include:
   Providing comprehensive administrative support for assigned projects, including managing calendars, preparing and distributing meeting minutes (e.project updates, team meetings), and maintaining organized project files.
   Assisting in preparing tenders, product documentation, and Requests for Proposals (RFPs) for ongoing and upcoming projects.
   Drafting and distributing reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
   Coordinating with contractors, consultants, and accounting teams regarding invoicing, documentation, and other project-related matters.
   Creating and issuing Purchase Orders in Yardi as directed by the Capital Projects team, ensuring compliance with internal approval documentation requirements.
   Processing invoices in Yardi, including matching them to purchase orders and contracts, coding invoices to align with budget schedules, and updating project cost trackers and/or Yardi Construction Manager systems.
   Administering project budgets and invoices within the platform.
   Working with the Accounting team to create and update project cost trackers or budgets at the start of the fiscal year or as required.
   Ensuring the preparation, execution, and administration of construction contracts, including lien/title searches and holdback release documentation as needed.
   Assisting in receiving tenders, conducting tender analyses, and coordinating contractor pre-qualification and ongoing vendor management.
   Collaborating with the property management team to coordinate projects impacting residents and building systems. Managing and maintaining project documentation storage systems (e.Shared Drives, SharePoint) and ensuring proper organization of contracts, close-out documents, and warranties.
   Assisting with the creation and maintenance of an Approved Contractor List and supporting other special project initiatives as assigned.
   Providing additional support for various administrative and project management tasks as required.

Requirements:
To be successful in this role, you will need:
   Post-secondary education in a related field.
   Minimum 1-2 years of experience in an administrative role within construction or real estate.
   Advanced knowledge of Microsoft Excel (e.VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint.
   Working knowledge of Yardi and BlueBeam Revu is an asset.
   Proven ability to manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.

Salary:
The estimated salary for this position is between $55,000-$65,000 per year, depending on experience.

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