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 infrastructure construction-related 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 Downsview Project Office operations. 

Job Description

1. Participates in construction oversight, progress meetings and regulatory compliance. 

• Understanding and interpreting the requirements and details of Contract Drawings and specifications.
• General knowledge of construction inspection and management principles, practices and techniques, as well as knowledge of construction products, materials, and equipment.
• Understanding of the consultant’s and contractor’s obligations and the client’s responsibilities under the contracts.
• Oversight of work according to the details required to ensure contract compliance.
• Identification and action on any site, contractual and regulatory infractions.
• Proficient at interacting with public agencies, consultants, contractors, local community members and co-workers.
• Attend progress meetings and preparation and review of site visit reports.
• Review and approval of contractor’s progress certificates.
• Proactively committing to creating a positive work environment.
• Supporting and adhering to Health & Safety programs.

2. Provides support to the region in the areas of design development and approvals, master planning, site preparation and servicing/construction and provides necessary follow-up to ensure timely completion.

• Participates in planning, 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 the 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, including evaluation of proposals.
• Prepares engagement letters for approval, with adherence to CLC policies and guidelines.
• Prepares and administers contracts, ensuring proper authorization within CLC’s delegation of authority, verifies and monitors all subsequent accounting transactions, and initial draw down status.
• Administers agreements until completion, ensuring adherence to policies and guidelines, e.g., compliance with CLC’s procurement process.
• Monitors servicing and other contracts, identifying irregularities within deliverables, variances or other issues, and prepares activity reports.
• 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 and construction legislation.

3. 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.

Qualifications

• Post-secondary education, college degree, business or technical diploma or sufficient equivalent work experience in one of the following fields required: 
• Engineering (P.Eng or CET designation an asset), 
• other construction / development related fields (architects, surveyors, appraiserss 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.
• A valid G license and access to a vehicle to travel to and from sites, including valid and appropriate vehicle insurance.
• Advanced knowledge of Excel, Word, Outlook and Powerpoint required.
• Working knowledge of Microsoft Project, AutoCAD, an asset.

Working Conditions