Project Coordinator, Construction

Position Summary

The Project Coordinator, Construction is responsible for full construction administrative duties as well as small tenant construction and/or repair requests as assigned by the Director, Construction to ensure smooth and efficient operation in accordance with internal and external stakeholder expectations. This position will require an overall understanding of general construction project management processes, commercial construction practices, site experience, tenant /owner's affairs and construction accounting knowledge.

Construction & Accounting Administration

• Review all construction invoices for compliance with the Construction Act; compile supporting documents; and process via Yardi P2P.
• Create contract purchase orders in Yardi.
• Process and create new Project Number requests.
• Create new Jobs in Construction Manager and maintain accurate and consistent files and documentation.
• Gather, record and distribute/circulate construction approval forms (CAF), contractual and supporting documents for review and approvals during the design and execution phases.
• Gather start-up and close out documents for records and circulation as required.
• Assist with monthly construction accruals for review by Director, Construction and Property Manager.
• Prepare biweekly report ahead of the internal construction team meetings and monthly capex recap.
• Prepare and circulate meeting minutes as required.
• Proactively coordinate project-related issues and follow up with outstanding items identified at construction meetings in a timely manner.
• Overseeing vendors in the operating system, including onboarding new vendors and updating or maintaining existing vendor records.
• Create chargeback invoices for tenant-related work
• Draft Letters of Intent, Service Agreements, and CCDC 2 contracts on behalf of Project Managers. Responsibilities include confirming the correct Owner is identified, reviewing contract documents for completeness and accuracy, standardizing correspondence, ensuring all required backup documentation is included, and coordinating internal and external approvals.
• Engage consultants/contractors as required to obtain fee proposals/quotes on the project manager, Crown and/or the client's behalf.
• Prepare the complete tender package, including all front-end documents.
• Schedule and oversee construction activities, including tenant coordination.
• Attend site meetings as required to provide updates on status of work.
• Provide day-to-day administrative support to Project Managers and Director, Construction.
• Occasionally manage small overflow construction projects.

• Support and uphold Crown’s Health & Safety policies, procedures, and standards in all projects and day to day tasks.
• Collaborate with department heads to communicate and coordinate any operational impacts resulting from construction, maintenance, or project work throughout the project.
• Manage and coordinate special projects on behalf of the Construction Department, as assigned.

Education & Experience Requirements

• Post-secondary education with an emphasis on Construction Management, Architecture, Engineering, Construction Project Management or related discipline.
• 2-3 years of experience supporting the construction department/division in the delivery of development projects or related work experience
• Knowledge of construction methods and practices, architectural, M&E and structural drawings, furniture and space planning concepts, building codes, technical requirements for business relocation required.
• Intermediate to advanced knowledge of Microsoft Office Suite
• Accounting or finance experience is an asset
• Familiarity with construction software including Yardi Construction Manager.
• Familiarity with Blue Beam Revu is an asset.
• Knowledge of budget preparation and tracking

What We’re Looking For

• A detail-oriented and organized individual who can keep construction administration moving
• Someone who takes ownership of follow-through, deadlines, and accuracy.
• An individual who effectively assesses issues, identifies root causes, and implements practical solutions to resolve problems in a timely manner.
• A practical problem-solver…