Careers

Reporting to the Head, UK Residential, we are seeking a detail-oriented and proactive Project Coordinator to support our UK-based team members. The Coordinator will assist in coordinating various real estate projects from inception to completion, ensuring timely delivery and adherence to quality standards. Activities include managing vendor onboarding and relationships, overseeing the UK Yardi system for property and budget management, processing purchase orders, and organizing the digital filing system.

This role requires excellent organizational skills, effective communication, and the ability to work collaboratively within a dynamic team environment.

Administrative Duties:

• Prepare and distribute project-related documentation such as proposals, contracts, and project plans.
• Organize and coordinate team meetings, including scheduling, preparing agendas, and documenting minutes.
• Monitor and manage project budgets and expenses, assisting in financial reporting and forecasting.
• Organize and file consultant reports and drawings in ShareFile.
• Regularly update the picture directory.

Office Management

• Assist in the onboarding process for new hires.
• Liaise with facility management vendors, including cleaning contractors.
• Manage office budget and liaise with Finance Team for payments.
• Order stationery and equipment.
• Liaise with People & Culture to update and maintain office policies as necessary.
• Coordinate with IT department on office equipment.

Project Management:

• Assist in the planning, coordination, and execution of development projects.
• Track project milestones and deliverables, ensuring timelines and budgets are adhered to.
• Maintain project documentation, including reports, schedules, and meeting minutes.
• Facilitate communication between project teams, stakeholders, and external partners.

Vendor Management

• Act as the main point of contact for UK-based vendors. Maintain all external vendor communication and foster relationships.
• Contact new vendors, oversee onboarding process in the digital portal, including collecting vendor information for initial system set up.
• Oversee all aspects of vendor registration from initial onboarding to invoice management.

Reporting and Analysis:

• Prepare regular project status reports for internal teams and senior management.
• Analyze project performance and provide recommendations for improvements.

Yardi System Oversight

• Address the following items in UK Construction Manager and Procure to Pay systems:
• New property set-up.
• Budget reallocations (in collaboration with Finance team).
• Creation and issuance of purchase orders and change orders in line with consultant quotes and team requests.
• Invoice submission in line with principal consultant payment recommendations.
• Providing payment wire confirmations to vendors.
• Training vendors on invoice submission in Vendor Café module and provide overall technical support.

• Bachelor’s Degree or College Diploma (Business, Administration and/​or Real Estate focus an asset)
• 2 – 3 years of experience working in administrative role
• Proficiency in Microsoft Office (Word, Excel, Access), Outlook, MS Project, Yardi experience is an asset. 
• Ability to learn and understand new software platforms 
• Strong analytical and problem-solving skills.
• Strong Communication (listening, verbal and written), Interpersonal and Team Building skills with ability to work independently and handle priorities. 
• Time management and Attention to detail 
• Ability to draft memos and letters