Location
Victoria, BC
Overview
Reporting to the Project Manager, Construction, the Construction Coordinator is responsible for supporting the construction of all mid and high-rise projects in addition to mixed use projects nationally with responsibility for schedules, budgets, tenders, notifications, approval processes, contracts, changes orders, etc.

Duties and Responsibilities

• Arrange all start-up project documentation, prepare subcontracts, POs, change orders, bank draws, site instructions, certificates of substantial completion and/or publication and assist with proposals, tenders, and contract management.
• Receive incoming correspondence and manage outgoing communication as well as diarize required actions and sure dates to ensure timeliness of responses.
• Assist SVP of Construction in supporting the project teams, including members of our team within the organization
• Proactively manage, analyze, and predict the needs of the SVP and the projects to ensure they are prepared and organized for all meetings.
• Prepare meeting minutes and manage requests for information.
• Review documents, reports and correspondence prepared for senior management sign-off, with specific attention to format, content, grammar, spelling and editing as necessary.
• Receive invoices, subcontracts, purchase orders, change orders and any other financial documents, which are to be collated, distributed, and processed as required digitally or hard copy.
• Facilitate strong working relationships with internal (PMs, managers, and executives) and external parties including consultants, contractors, vendors, utilities, inspectors, and any other related party.
• Help with start-up project documentation, including Ministry of Labour forms, insurance, permanent utilities, and underground utility stakeouts.
• Work closely with internal departments to coordinate site access, schedules, prepare project status reports, communicate project progress, and assist with documents and processes as required
• Assist in preparation of RFPs and tender documents including preparation of analysis and recommendation documents
• Ensure execution of proper documentation and process for every project
• Setup and coordinate internal and external data management folders for internal and external project team to use
• Processing of invoices and payment certificates for approval and submission to AP
• Assist with budget and schedule monitoring, forecasting and update
• Organize and attend weekly, bi-weekly or monthly project related meetings; and prepare minutes in coordination with the Construction Manager
• Review progress and develop deficiency lists including punch lists before turnover to property management
• Assist with all municipal and agency permits and the application process
• Assist with project close out checklist and submission of close out documents Oversee the onboarding process for new vendors

Requirements

• Minimum 1 – 2 years’ experience in construction as a project coordinator with onsite experience an asset
• Must understand building methodologies, materials and science
• Strong with Microsoft office suite (Excel, Word, PowerPoint, Outlook) and must have strong knowledge of MS project
• Possess thorough knowledge of the design and construction of multifamily projects
• Experience with construction working drawings including and not limited to architectural, structural, mechanical, electrical and landscape drawings
• Must have strong budgeting and scheduling skills and aptitude with scheduling software and project management software
• Well-developed time management, communication and problem-solving skills with the ability work in a team and independently
• A valid G driver’s license, access to a vehicle and the ability to travel to various project locations in Victoria, BC

• Arrange all start-up project documentation, prepare subcontracts, POs, change orders, bank draws, site instructions, certificates of substantial completion and/or publication and assist with proposals, tenders, and contract management.
• Receive incoming correspondence and manage outgoing communication as well as diarize required actions and sure dates to ensure timeliness of responses.
• Assist SVP of Construction in supporting the project teams, including members of our team within the organization
• Proactively manage, analyze, and predict the needs of the SVP and the projects to ensure they are prepared and organized for all meetings.
• Prepare meeting minutes and manage requests for information.
• Review documents, reports and correspondence prepared for senior management sign-off, with specific attention to format, content, grammar, spelling and editing as necessary.
• Receive invoices, subcontracts, purchase orders, change orders and any other financial documents, which are to be collated, distributed, and processed as required digitally or hard copy.
• Facilitate strong working relationships with internal (PMs, managers, and executives) and external parties including consultants, contractors, vendors, utilities, inspectors, and any other related party.
• Help with start-up project documentation, including Ministry of Labour forms, insurance, permanent utilities, and underground utility stakeouts.
• Work closely with internal departments to coordinate site access, schedules, prepare project status reports, communicate project progress, and assist with documents and processes as required
• Assist in preparation of RFPs and tender documents including preparation of analysis and recommendation documents
• Ensure execution of proper documentation and process for every project
• Setup and coordinate internal and external data management folders for internal and external project team to use
• Processing of invoices and payment certificates for approval and submission to AP
• Assist with budget and schedule monitoring, forecasting and update
• Organize and attend weekly, bi-weekly or monthly project related meetings; and prepare minutes in coordination with the Construction Manager
• Review progress and develop deficiency lists including punch lists before turnover to property management
• Assist with all municipal and agency permits and the application process
• Assist with project close out checklist and submission of close out documents Oversee the onboarding process for new vendor