Capital Works Project Coordinator

**Temporary Duration**:
Approximate Duration: 24 months

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

**Job Summary**:
Reporting to the Capital Works Program Manager and working closely with the Project Management team, the Project Coordinator is responsible for both project management and administrative support associated with managing the Capital Works portfolio of Public Housing units. The Coordinator provides all capital maintenance support services associated with the preparation, co-ordination and scheduling of the tendering processes, as well as day to day purchase order management for service contracts. This position also manages some small to medium-risk internal projects.

**Education**:

- Diploma in Construction, Project Management, Business Administration, Office Administration, Accounting or another related field
- A diploma or degree in Construction, Business Administration, Project Management is preferred

**Knowledge**:

- At least 3 years’ experience in project coordination, contract administration, operations or administration in a similar environment
- At least 5 years’ experience project coordination, contract administration, operations or administration in a similar environment is preferred
- At least 5 years’ related experience in a public housing and/or municipal environment is preferred
- Demonstrated proficiency in project coordination of small to medium construction projects
- Sound knowledge of relevant acts (i.e. WSIB, Construction Lien Act, Occupational Health & Safety Act) and housing legislation
- Ability to provide clarification on the scope of work for construction projects
- Knowledge of Yardi property management software, VFA capital/asset management software, and PeopleSoft Financials, or other similar/relevant software is preferred
- Proficient in Microsoft Office Suite, including Microsoft Word and Excel

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**Responsibilities**:
**_ Project Coordination (50% of time)_**:

- Coordinates project schedules, schedules workshops, and invites correct attendees, coordinates facilities, and manages resources needed to execute project deliverables.
- Assists with preparation of documents defining project scope, goals and deliverables
- Assists with preparation of quote/tender documents incorporating specifications and drawings provided by the Capital Works Manager and Project Managers
- Ensures compliance with applicable tendering practices and purchasing policies (i.e. ensuring tender package includes front-end contracts, bid and legal forms, proof of insurance and other necessary documentation)
- Prepares the design layout for all public and invitational tender advertisements (Biddingo, NCA, NRH Website)
- Posts and provides contractors with Addendums for changes to project scopes and contractor clarifications
- Maintains and communicates project documentation which includes tracking receipt of Performance and Labour & Materials Securities, payment certificates, insurances, Notice of Project, Permits and work schedule
- Independently manages small to medium-risk contracts ensuring compliance to requirements and adherence to budget and schedules, health & safety requirements, and ensure follow up with discipline letters when necessary.
- Responds to general enquiries from contractors, staff and residents regarding tender documents, bidding procedures, notices, and payments
- Administers and coordinates tender review committee meetings
- Ensures project holdbacks and performance securities are released in a timely manner
- Ensures thorough documentation of meetings, notes, generates action items from meetings and distributes to assigned individuals
- Complies with the Occu