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Project Coordinator

Job Order: MG-1602

Job Descriptions:

  • Assist in steering project(s) through design, permits and construction phases to deliver on time and within budget.
  • Attend weekly or bi-weekly site meetings with project team, as directed by Project Manager/Director
  • Assist Project Manager/Director with inputting data into MS Project.
  • Provide administrative support in all construction related processes.
  • Support Project Manager/Director in coordinating all project drawings/specifications.
  • Coordinate lighting/plumbing/hardware specification development.
  • Execute plans and specifications for low voltage and kitchen equipment.
  • Manage project database (update drawing list and distribute weekly).
  • Provide Project Manager/Director with support throughout building permit process and other permit processes as necessary.
  • Develop and manage completion of punch list.
  • Support Construction and Design team in value engineering as required.
  • Support commissioning process (gather construction documentation etc.).
  • Document and maintain brand standards (assist Project Manager/Director with sourcing alternate products etc.).
  •  Update trade lists
  • Fill out submittal, transmittal templates as required
  • File, store and maintain all project files and all documentation as necessary
  • Issue Purchase Orders for any construction procurement required
  • Liaise with contractor(s) to obtain estimates, pricing, product specifications, warranties and other correspondence.
  • Coordinate with suppliers and subcontractors for pricing and scheduling, as directed by Project Manager/Director
  • Facilitate/manage draw down process (receive, unpack and organize, compare against boards and report back to Project Manager/Director).
  • Organize, maintain logs and prioritize RFI’s, Change Orders and submittals, includes tracking and ensure Project Manager and Director of Construction respond.
  • Assist Construction and Finance team with spreadsheets, as requested.
  • Responsible for tracking all invoices that have been verified by Project Manager.
  • Coordinate activities related to tech services and project management for existing buildings.
  • Coordinate meetings, manage and maintain minutes.
  • Administrative duties as required; photocopying, order drawing prints, scanning, filing, receive and upload paperwork, hard copy reports and plans that arrive at HO (e.g. planning applications) etc.
  • Assist with the flow of invoices and approvals. Be the person who chases down tasks e.g. print agreements to get signatures, calls couriers etc.
  • Assist with project accounting functions i.e. coding invoices
  • Assist in tracking of budgets
  • Order drawings and maintain up to date office drawings
  • Assist with preparation of Project Schedules
  • Coordinate internal review and comments back to Architect and other consultants on drawings and specifications as required.
  • Liaise with Consultants as required, as directed by Project Manager/Director
  • Assist with drawing and specification review capturing of all non-scope work.
  • Interpret blueprints and specifications for contractors to ensure compliance with construction plans and specifications and obtain additional information from the project consultants when necessary
  • Review invoices to ensure costs and quantities match what was ordered and delivered
  • Ensure work is being performed in accordance with drawings, specifications, standards, etc.
  • Conduct and record frequent QA/QC inspections
  • Estimate Contract Changes, as directed by Project Manager/Director
  • Monitor shop drawings approval process and circulation. Process shop drawings to consultants and trades as required
  • Review, monitor and update Project Schedules in order to track the progress of all new and current projects.
  • Co-ordinate field inspections.
  • Co-ordinate and assist with final inspections and production of deficiency lists on Bridgit
  • Other duties as required
  • Responsibilities and essential functions may be modified at any time


Job Requirements:

  • Minimum 5 years’ experience in a corporate office environment.
  • Post-secondary degree/diploma or combination of education and related experience in construction environment is preferred.
  • Previous exposure to design documents, construction documents, and / or contracts would be an asset.
  • Industry knowledge of retirement community/hotel/design/construction/project management.
  • Advanced Microsoft skills proficiency (Word, Excel, PowerPoint).
  • Articulate English verbal and written communication ability.
  • Skilled at building mutually beneficial relationships (corporate partners, suppliers, owners, consultants).
  • Vigilantly attentive to detail, impeccable organization and multiple project coordination skills.
  • Ability to thrive in a team-based environment.
  •  Ability to provide structure and consistency in a fluid, rapidly evolving, broad, and cross functional work environment.
  • Highly self-empowered, motivated to learn.
  • Successfully set priorities, take ownership of responsibilities and meet deadlines.
  • Well organized structured thinker.
  • Ability to anticipate problems and execute solutions – proactive problem solver.
  • Ability to work under intense activity and pressure conditions.
  • Ability to travel to job site as required



DATE POSTED 2020-03-23

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