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Project Coordinator

2 weeks ago

Vancouver, Canada VPAC CONSTRUCTION Full time

**Company Profile**: VPAC Construction Group is a leading general contractor specializing in multi-family residential, commercial tenant improvements, and retirement group markets. We set ourselves apart through our strong company culture and exceptional relationships with trades and clients. At VPAC, we offer more than just a place to work; our collaborative and supportive environment fosters long-term relationships and mentorship opportunities that form the foundation of successful careers.

**Responsibilities**:
**A. Estimating**:

- Assist the project manager in preparing detailed written scopes of work according to VPAC’s standard procedures.
- Support the project manager in developing preliminary project schedules for inclusion in client proposals.
- Assist in developing accurate project budgets based on the defined scope of work.
- Provide accurate documentation to the Admin team for budget presentation preparation.

**B. Construction Phase**:

- Ensure each new project starts according to VPAC’s standard procedures.
- Support setup of the final project budget.
- Assist with tenders, tender closings, and the preparation of trade contracts and purchase orders.
- Support the day-to-day management, monitoring, and documentation of construction activities, ensuring compliance with master schedules, budgets, and contract documents.
- Perform ongoing monitoring and processing of plans, specifications, shop drawings, and submittals.
- Develop and maintain positive communication with corporate teams, clients, civic officials, and the public.
- Assist with timely project close-out and client occupancy.

**C. Post-Construction Phase**:

- Administer and process post-construction issues to ensure compliance with maintenance and warranty provisions.

**D. Site Safety/Set-up Coordination**:

- Ensure all sites comply with VPAC’s and WorkSafeBC’s safety policies.
- Maintain site presentation according to VPAC’s standard procedures.

**Key Duties**:

- Report to the designated project manager and provide support on multiple concurrent projects.
- Organize and maintain all project documents and drawings.
- Review and respond to daily project correspondence, addressing issues from initiation to closure.
- Review shop drawings for compliance and coordinate consultant reviews.
- Receive, log, and distribute all project documentation, including drawings, shop drawings, color schedules, change orders, site instructions, consultant reports, test results, and RFIs.
- Assist with solving construction detail problems as a value-added service to the Pre-Construction & Design team (without assuming design responsibility).
- Ensure only the latest “for construction” drawings and specifications are used on site.
- Set up and maintain project filing systems throughout the project duration.
- Review and analyze weekly schedules and cost reports; support preparation of profit projections.
- Prepare monthly reports on project status, profit, subcontract status, and schedule for Senior Management review.
- Submit weekly client update reports and look-ahead reports by Friday at 3pm.
- Conduct regular field inspections to ensure construction contract compliance.
- Attend client, consultant, and trade meetings; prepare and distribute minutes as required.
- Prepare and track all project documentation.
- Develop preliminary schedules and support the project team in developing the Master Schedule.
- Monitor and update the Master Schedule according to VPAC’s standard procedures.
- Assist in managing change orders, including identification, notice, pricing, and logging.
- Receive, price, and track Contemplated Change Orders.
- Authorize and process Prime Contract and Subcontract Change Orders.
- Maintain and distribute the Change Order Log to clients bi-weekly.
- Assist in preparing monthly progress claims and reviewing subcontractor progress claims.
- Review and approve monthly invoices for payment.
- Support project budget and contract finalization.
- Maintain project cost records.
- Obtain and transfer contract documents to VPAC’s Office Admin for filing.
- Submit Notices of Project (NOP) to WorkSafeBC.
- Support processes to obtain Certificates of Occupancy and Substantial Completion; ensure all required documentation is assembled and submitted to the architect.
- Collaborate with the project manager and superintendent to prepare closeout documentation.
- Participate in post-project reviews with Senior Management.
- Monitor and expedite trades and suppliers.
- Notify Senior Management of major disputes with subcontractors or suppliers.
- Perform site work as required.

**Qualifications**:

- Minimum of 1 year experience in a construction project coordination role, preferably in tenant improvements.
- Strong organizational and communication skills.
- Proficiency with project management software (Procore) and Microsoft Office Suite.
- Familiarity with construction contracts, change orders, and schedule management.
- Knowledge of WorkSafeBC