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Senior Project Coordinator

1 week ago

Oakville, Ontario, Canada Aplin Martin Full time
About Us
Aplin Martin is a leading full-service Civil Engineering, Architecture, Planning, Environmental and Survey company with over 56 years of success in creating sustainable communities across Canada. As a multi-disciplinary firm of 350+ talented professionals, we deliver innovative design solutions, approval strategies, and project management services to our clients in BC, AB, and ON.

We are dedicated to nurturing our employees' growth and development, providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

Our Project Managers are critical resources for technical and business-related matters. They supervise and have budgetary authority for civil engineering projects, focusing on complex and high-profile projects. This includes acquiring resources, coordinating team members, and third-party contractors or consultants to deliver projects according to plan.

Effective leadership is key in this role. Our Project Managers lead their teams, being a key and reliable resource for them on both technical and non-technical matters as their career develops. They are the principal project administrators and communications links between the firm and:
  • The Client
  • Sub-consultants
  • Local, Provincial, and Federal Regulatory agencies
  • Public Authorities
  • The General Construction Contractor

Duties and Responsibilities:
  • Be fully versed in the firm-client contract for the project, client's objectives, and satisfy their goals.
  • Manage all aspects associated with client relationship management and project service delivery, ensuring civil drawings and specifications meet established project criteria, applicable standards, and schedule objectives.
  • Manage a significant project portfolio, usually in excess of $1.5 Million repeat and new sales annual revenue.
  • Establish documentation and administrative organization for the project.
  • Analyze project scope, client RFP, and firm proposal with internal and external project team members. Organize work on the project and set procedures to accomplish it.
  • Be the primary point-of contact for all incoming and outgoing project information, ensuring proper distribution to project team members and sub-consultants.
  • Attend project meetings as necessary.
  • Provide leadership and employee support to assigned team members, including project managers reporting to them.
  • Initiate career path development with assigned team members through periodic conversations focused on progress towards goals and setting new ones.
  • Prepare reports, proposals, tender/bid submissions, budgets, project plans, and other supporting documentation, as required.
  • Review project costs, prepare monthly billings, and ensure timely invoicing (typically within 30 days of the end of the work period).
  • Administer and oversee project budget.
  • Prepare 3-month forecasting of work projections.
  • Notify clients of changes in project scope and prepare estimates for additional design fees.
  • Contract outside consultants when required.
  • Assign billers to some projects and provide training on invoicing procedures.
  • Follow-up with clients on proposals, invoices, and tracking accounts receivable.
  • Keep clients, branch manager, and accounting department informed on project status.
  • Develop and monitor client construction budget and schedule. Identify long lead items and proposed form of construction contract.
  • Participate in business development activities, including new business opportunities, prospect contact identification, and solicitation of new clients.
  • Attend industry events to promote services and attract new clients.
  • Provide leadership and initiate training for project engineers and project managers to aid in their communication, business, and client management skills.