Capital Projects Administrator

6 days ago

Toronto, Ontario, Canada Fitzrovia Full time
About the Role

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

The successful candidate will work closely with various divisional leads in the design, tendering, and overall execution of all capital projects across the portfolio. This role's responsibilities will cover all areas of project management, including project planning, reporting, cost management, time management, quality and risk management, contract administration, site administration/management, and overall execution.

We pride ourselves on being an entrepreneurial and innovative organization, making this role well-suited for a candidate looking to roll up their sleeves, wear multiple hats, and contribute to all aspects of real estate investment and development.

Key Responsibilities
  • Provide comprehensive administrative support for assigned projects, including managing calendars, preparing and distributing meeting minutes, and maintaining organized project files.
  • Assist in preparing tenders, product documentation, and Requests for Proposals (RFPs) for ongoing and upcoming projects.
  • Draft and distribute reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
  • Coordinate with contractors, consultants, and accounting teams regarding invoicing, documentation, and other project-related matters.
  • Create and issue Purchase Orders in Yardi as directed by the Capital Projects team, ensuring compliance with internal approval documentation requirements.
  • Process 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.
  • Act as the Team Lead for Yardi Construction Manager, collaborating with Accounting and Property Systems teams to implement and maintain the system. Administer project budgets and invoices within the platform.
  • Work with the Accounting team to create and update project cost trackers or budgets at the start of the fiscal year or as required.
  • Ensure the preparation, execution, and administration of construction contracts, including lien/title searches and holdback release documentation as needed.
  • Assist in receiving tenders, conducting tender analyses, and coordinating contractor pre-qualification and ongoing vendor management.
  • Collaborate with the property management team to coordinate projects impacting residents and building systems. Assist in drafting notices for property teams and residents.
  • Manage and maintain project documentation storage systems (e.g., Shared Drives, SharePoint) and ensure proper organization of contracts, close-out documents, and warranties.
  • Assist with the creation and maintenance of an Approved Contractor List and support other special project initiatives as assigned.
  • Provide additional support for various administrative and project management tasks as required.
Qualifications and Experience
  • A post-secondary education in a related field is required.
  • A minimum of 1-2 years of experience in an administrative role within construction or real estate.
  • Advanced knowledge of Microsoft Excel (e.g., VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint. Working knowledge of Yardi and BlueBeam Revu is an asset.
  • Strong organizational abilities and excellent interpersonal skills, with the capacity to communicate effectively in a multi-disciplinary environment.
  • Proven ability to manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.
Why Fitzrovia?

Fitzrovia is a dynamic organization with a strong focus on hospitality and exceptional customer service. We offer a competitive salary of $65,000 - $85,000 per year, depending on experience, and a range of benefits, including health and dental insurance, retirement savings plan, and opportunities for career growth and development.

We are committed to creating an inclusive and supportive work environment that values diversity and promotes collaboration, innovation, and continuous learning. If you are a motivated and detail-oriented individual with a passion for project management, we encourage you to apply for this exciting opportunity.

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