Reports to: Senior Project Manager, Engineering and Project Management

Position Summary: 

The Project Coordinator will be responsible for preparing condition audits, administrative support, preparation and coordination of tender documents, vendor invoice management, project fee estimates, specifications, schedules, general project coordination and administration. Also, will coordinate with consulting firms, contractors, and internal stakeholders, to ensure project schedules and deadlines are met and are within budget. Lead in conducting site inspections to ensure work is performed to CAPREIT’s standards and applicable building codes prior to signing off on project completion.

Responsibilities:

• Maintain calendar, organize meetings, and take meeting minutes as required.  
• Assist in Tendering and the Bid Analysis process.
• Preparing tender package preparation for inhouse managed pavement, roofing and simple structural projects.
• Follow ups with Consultants on preparation of CCDCs, site visit reports and change orders.
• Ensure appropriate signatures and/or email approvals on all back up documentation per department process.
• Investigate and assist in resolving of Purchase Order Discrepancies (incorrect item, price, etc.)
• Investigate and assist with invoicing discrepancies as required
• Prepare various summary reports and templates as per Sr. PM’s directions.
• Assist with Vendors inquiries on status of POs and invoice payments
• Visit sites for meetings and or reporting on projects etc.
• Update tracking document including, previous experience working on Power BI tool (is an asset).
• Assist with the annual budget process.
• Maintain a proper e-filing system on SharePoint
• Ensure adherence to all health and safety standards.
• Assist staff in effectively tracking and managing all Emergency Unbudgeted Requests (EUBRs), ensuring timely and accurate documentation. This includes conducting thorough site reviews, preparing comprehensive summary reports with key findings, and collaborating with the Sr. PM to discuss and prioritize next steps. Additionally, prepare detailed specifications as required or, when necessary, delegate tasks to an external consultant based on the Sr. PM's guidance and project requirements.

Required Skills:

• Knowledge and application of safety and environment principles and procedures
• Good understanding of project management principles.
• General understanding of building’s structural and architectural components and principals of building envelope restoration projects.
• Able to read and interpret blueprints.
• Perform site inspections and compare site work to project specifications and drawings.
• Experienced with quantities take-offs from site and drawings.
• Attention to detail and a high level of accuracy
• Ability to manage time effectively, prioritize and work under pressure to meet multiple deadlines
• Flexibility and ability to work in a fast-paced environment

Qualifications:

• Minimum of 5 years related experience as a Project Coordinator.
• Relevant education in Engineering, Building Science or Architectural.
• Proficiency in both French and English (both written and spoken) is required since projects will be carried out in several provinces, Quebec included.
• Valid Driver’s license and owns a vehicle.
• Ability to travel to Ottawa & QC City as needed.