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Junior Administrator

2 weeks ago

Toronto, Canada Starlight Investments Full time

Location
- Head Office

Overview

Reporting to the Senior Project Coordinator, the Junior Administrator is responsible for overseeing and managing residential development projects including timelines, schedule, notifications, approval processes, contracts, etc.

**Responsibilities**:

- Work closely with Project Managers, coordinating schedules, communicating project progress, assisting with documents and processes
- Participate in tender and contract preparation — coordinate tender receipt and opening
- Implement and maintain Project Management procedures and processes: forms, approvals, submissions
- Assist to ensure construction timelines are up to date and in accordance with project notifications
- Ensure issue of close out checklist and submission of close out documents
- Communicate with property management companies on daily basis
- Ensure execution of proper documentation and process for every project
- Receive invoices, cert pays and prepare them for approval and payment processing
- Monitor and issue tenant notifications to Property Managers. Issue purchase orders
- Maintain regular status reports by updating the project database
- Develop and deliver service standards to suppliers, contractors, and consultants
- Contact new vendors, collect vendor information for the system set up
- Monitor construction timelines and provide timely updates to properties
- Implement processes and forms to establish smooth reporting by Project Managers
- Assist team members with any training and use of implemented processes and programs
- Organize and plan meetings, prepare agendas and meeting minutes
- Maintain departmental filing system
- Other duties within the scope, spirit, and purpose of the job, as requested by management

**Requirements**:

- Microsoft Office (Word, Excel, Access), Outlook, MS Project
- Communication skills (listening, verbal and written)
- Negotiations
- Problem solving
- Time management
- Attention to detail
- Team player and works independently