Project Coordinator

**COMPANY OVERVIEW**

Hopewell Real Estate Services LP is a national leader in commercial property development and management. As part of the Hopewell Group of Companies, we’re proud to oversee over 20 million square feet of property across Canada, with offices in Calgary, Edmonton, Vancouver, Saskatoon, Winnipeg, Kitchener, Mississauga, and Toronto. Our collaborative, entrepreneurial culture rewards excellence and empowers our team to grow and thrive. If you’re looking for a dynamic, purpose-driven environment, this is the place for you.

**ROLE OVERVIEW**

The **Project Coordinator** will provide essential support to the building operations team in the planning, execution, and delivery of property improvement, maintenance and lease-driven projects. This role will assist with documentation, scheduling, budget and cost tracking and coordination of resources to ensure projects are completed on time, within budget, and to the required quality standards. The Project Coordinator will work closely with internal teams, contractors, and vendors to facilitate smooth project operations.

**DIRECT REPORTS**
- None

**CORE RESPONSIBILITIES**

**Project Support & Coordination**
- Assist with preparing and gathering all required tendering and quotations for projects or maintenance requirements including service contracts, landlord work and tenant improvement projects, as requested
- Support the tendering and RFP process by preparing documentation and tracking submissions.
- Help manage contracts and vendor agreements under the direction of the Project Manager.
- Coordinate meetings, prepare agendas, and document minutes and action items.

**Documentation & Compliance**
- Ensure pricing and contracting activities comply with Hopewell’s procurement policies and processes
- Assist with preparation of approval request documentation, and ensure project approval is on file prior to contractual commitment or expenditure occurring
- Prepare and maintain contracts, service agreements and other necessary contract documentation
- Maintain organized project files, including drawings, permits, inspection reports, and close-out documentation.
- Assist in obtaining necessary permits and certifications.

**Reporting & Analysis**
- Take ownership of project reporting and tracking, ensure all projects are documented and monitored
- Ensure projects are correctly set up and tracked through ERP software, aligning all PO’s, invoices, holdbacks, contingencies, fees and allowances with approved budgets
- Prepare regular status reports for the Project Manager and stakeholders.
- Monitor budgets and expenditures, flagging variances and assisting with cost control.

**Operational & Strategic Support**
- Collaborate with the Director of Operations on national initiatives to support the broader building operations team, including Health and Safety, Preventive Maintenance, Contractor Compliance, Tenant Relations, and ESG.
- Assist with ad hoc or cross-functional projects as required.

**Health and Safety**
- Participate in Health and Safety program through compliance, and participation, protecting the health and safety of themselves and others
- Ensure that contractors and vendors are compliant with Hopewell’s Health and Safety requirements

**Other Duties**
- Perform other duties and responsibilities as assigned.

**QUALIFICATIONS**

**Education**
- Diploma or certificate in Business Administration, Construction, Real Estate, or a related field.

**Experience**
- 2-4 years of experience in an administrative or coordination role, preferably in construction, property management, or real estate.

**Technical Skills**
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Familiarity with reading site and building plans (preferred).
- Experience with project management software (e.g., MS Project, Smartsheet, or similar).
- Familiarity with Yardi or other ERP software
- Knowledge of commercial lease structures and requirements.

**Soft Skills**
- Ability to maintain confidentiality
- Strong organizational and time management skills.
- Excellent written and verbal communication.
- Detail-oriented with a proactive and collaborative approach.
- Ability to manage multiple tasks and meet deadlines.
- Ability to work independently and collaboratively
- Rigor on process and procedure
- Time management skills

**Additional Requirements**
- Valid driver’s license.

**Core Hours**: Hopewell’s core hours are Monday to Friday from 8:00am to 5:00pm local time. Work may require occasional weekends and/or evenings.

Pay: $55,000.00-$70,000.00 per year

**Language**:

- English (preferred)

Work Location: In person