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.
• Organize and attend site visits. Create and manage deficiency lists and project photos. Upload photos into the system. 
• Create CCNs, COs, SIs and manage CO Logs.
• Assist with Budget monitoring and updates.
• 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 tenant 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 tenant notifications to Property Managers. Issue purchase orders.
• Maintain regular status reports by updating the project database.
• Contact new vendors, collect vendor information for the system set up.
• Assist team members with any training and use of implemented processes and programs.
• Other duties as required. 

Executive Support Duties and Responsibilities (20%)

• Work closely with Executive Director, Capital Improvement 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) 
• Negotiations 
• Problem solving 
• Time management 
• Attention to detail 
• Team player and works independently 

Location

Head office