Title:  Project Coordinator, Real Estate

Short Summary

Under the direction of the Real Estate management team, the Project Coordinator  coordinates and administers supporting real estate activities and tasks over extensive cycles  to support project owners (Directors) enabling them to focus more broadly on the fulfillment of the vision, strategy and master plan associated with their respective projects.  The Project Coordinator   adds value primarily by managing the flow of project-related written and verbal correspondences and by researching, analyzing and processing important documents to advance and maintain project momentum.  The Project Coordinator is a pivotal member of the regional Real Estate team, performing a broad range of tasks and activities in support of the regional office operations. 

Job Description

1.    Provides support to the region in the areas of property acquisitions, master planning, redevelopment, and servicing/construction and provides necessary follow-up to ensure timely completion.

• Participates in planning (i.e. physical, regulatory), servicing, and project management reviews/initiatives.
• Assists with the development and coordination of consultant selection processes. 
• Assists with the direction/work of external multidisciplinary team to achieve project objectives.
• Takes minutes at internal and external meetings with stakeholders, consultants, government and the public.
• Follows up with a wide range of stakeholders to support project development objectives.
• Assists in preparation of documents for Board submissions; conducts analysis and supports the preparation of progress reports for Senior Management, Board members, steering committees, and other audiences, as required.
• Prepares and administers technical documentation, including Request for Proposals (RFPs) and associated procurement documents
• Prepares engagement letters for approval, with adherence to CLC policies and guidelines.
• Administers agreements until completion, ensuring adherence to policies and guidelines, e.g., compliance with CLC’s procurement process.
• Provides administrative support for posting of public notices in local media and on CLC corporate communications platforms such as project web sites. 
• Researches and reports on industry trends, regulatory context and planning legislation.

2.    Participates in the budget process, including the review of contract amounts/details, progress claims and invoices. 

•  Participates in the preparation, review and implementation of divisional and regional short and long term planning activities.
• Works with the regional/project accountant to provide necessary supporting information/documentation.
• Assists in the preparation of cash projections and revenue and expenditure forecast for the annual 5-year Corporate Plan, monthly financial statements; analyzes costs against budgets/contracts to identify risk of budget over-run and controlling payments.

3.    Participates in agreements of purchase and sale, including the coordination of sales and marketing activities. 

• Assists the regional Real Estate team with due diligence.
• Assists with the preparation of, and fulfilling obligations related to agreements of purchase and sale.
• Ensures copies of contracts/agreements are forwarded to the appropriate offices, and properly classified and filed for auditing. 
• Prepares Sales Abstracts/summaries for senior management approvals.
• Collaborates with legal counsel, providing information for closing, i.e. purchaser details, property tax adjustments, proper execution of closing documents (transfer deed) according to CLC’s Delegation of Authority, adjustments for closing.
• Finalizes closing documentation.

In addition to the Key Functions listed above, the Project Coordinator in the National Capital Region  is also responsible for the following tasks:

• Develops and maintains efficient project-based document management system for all functions of real estate development, both paper and digital systems.
• Provides backup administrative support to Administrative Assistant, including liaising with contractors, consultants, suppliers, general public and couriers, when required.
   

Qualifications

• Post-secondary education, college degree, business or technical diploma or sufficient equivalent work experience in one of the following fields required: 
  • engineering, 
  • architecture, 
  • urban planning,
  • other construction / development related fields (surveyors, appraisals etc.).
• Minimum of three (3) to five (5) years of experience in land development and/or construction required.
• Good knowledge of all aspects of real estate development and delivery processes as well as current industry trends and practices.
• Project management or contract management training and/or experience required.
• Knowledge of general business principles, financial management, as well as, environmental issues/remediation techniques are assets.
• Advanced knowledge of Excel, Word, Outlook and Powerpoint required.
• Working knowledge of Microsoft Project, AutoCAD, an asset.

Working Conditions