Real Estate Development Project Coordinator

4 weeks ago

Toronto, Ontario, Canada Fitzrovia Full time
About the Role

Fitzrovia is seeking a highly skilled Real Estate Development Project Coordinator to join our team in Toronto, Ontario. This full-time, in-office role offers a competitive salary of $65,000 - $75,000 per year, depending on experience.

Key Responsibilities:

  • Provide comprehensive administrative support for assigned projects, including calendar management, meeting minutes preparation, and project file organization.
  • Assist in tender preparation, 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 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
  • Post-secondary education in a related field is required.
  • Minimum 1-2 years 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.

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