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Project Coordinator, Capital Expenditures


Reporting to the Executive Director – Capital Improvement and Development, the Project Coordinator is responsible for overseeing and managing daily departmental administration and residential development projects including timelines, schedule, notifications, approval processes, contracts, etc.


Qualified candidates can submit their resume to

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.



  • 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 

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