Location
Toronto, ON | Canada
Job description
Location
Head Office
Overview
Reporting to the Vice President of Capital Expenditures, the Project Coordinator is responsible for overseeing and managing daily departmental administration and residential development projects including timelines, schedule, notifications, approval processes, contracts, etc.
Duties and 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. Schedule and attend Tender meetings
- Organize and attend weekly, by-weekly or monthly project related meetings
- Asist with collecting project related drawings. Communicate with consultants and architects daily
- Assist with permit application process
- Assist to ensure construction timelines are up to date and in accordance with project notifications
- Communicate with vendors on an ongoing basis: site related coordination, invoices, POs, payments, permit application
- Ensure issue of close out checklist and submission of close out documents
- Communicate with property management companies on daily basis.
- Monitor and issue resident notifications and updates to Property Managers
- Ensure execution of proper documentation and process for every project
- Receive invoices, cert pays and prepare them for approval and payment processing
- Work closely with accounting department in collecting monthly project progress information from Project Managers
- Monitor and issue resident notifications to Property Managers. Issue purchase orders
- Maintain regular status reports by updating the project database.
- Assist team members with any training and use of implemented processes and programs
- Log fiber/antenna projects in Telecom tracker as soon as assigned by the Residential Operations Team (daily). Track the contract signing status
- Manage Telecom tracker
- File technical assessments and other documentation into respective folders
- Assist in signing TAs and providing site contact information
- Request and review documents from the GCs and maintain communication, follow-ups, and calls with contractors as well as the internal Starlight team
- Create Telecom notifications in project portal, issue them to the PMC and track, file the copy of notices. Coordinate schedule changes, including notification updates; Provide additional details and documentation to the property management during the project
- Manage the Parking Enforcement and Carshare programs
- Coordinate setup of each property newly added to the parking program, converted to paid parking or new property upon acquisition
- Coordinate setup of each property newly added to the carshare program or if the carshare provide is adding new spaces to existing program
- Manage the parking spreadsheet and CarShare tracker
- Conduct periodic PAP audits for parking revenue
- Work closely with Executive Vice President, Capital Expenditures and Development
- Participate in organizing team meetings, agenda preparations, meeting minutes, third party meetings, boardroom bookings, conference calls
- Assist with presentation preparations as required
- Assist with approval process of Contracts, POs and Invoices
- Develop and maintain Project Management procedures and processes: forms, approvals, submissions
- Creating and formatting reports from PO platforms and historical project data
- Maintain regular status reports by managing the project database
- Other administrative duties as required on a daily base
Requirements
- Post Secondary Education either University Degree (i.e. Business or Engineering degree) or College Diploma (Business or Construction Management Program)
- A minimum of six to eight (6 ‑8) years of relevant work experience in project management
- Microsoft Office (Word, Excel, Access), Outlook, MS Project
- Communication skills (listening, verbal and written)
- Problem solving
- Time management
- Attention to detail
- Team player and works independently
Job tags
Salary
