Coordinator, Design & Construction

OMERS / Oxford Properties Group; Toronto; On-site; CAD 55,000 - 65,000; Full time

Job summary

OMERS / Oxford Properties Group is seeking a Design & Construction Coordinator to support project administration, documentation management, and workflow across a portfolio of active projects. You will coordinate meetings, travel, vendor onboarding, and closeout activities, working with Legal on contracts, and continuously improving templates and processes to boost efficiency.

Join a collaborative team and contribute to efficient project delivery in a fast-paced real estate environment.

Qualifications

• 3+ years of experience in a coordinator, project administration, operations, or administrative support role.
• Experience within Design & Construction, real estate, architecture, engineering, or a related industry is considered an asset.
• Ability to read and comprehend construction drawings is considered an asset.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively across all levels.

Responsibilities

• Coordinate project administration activities including project setup, documentation management, status reporting, and project closeout requirements.
• Support senior leaders and the broader D&C team by coordinating meetings, scheduling, communications, and other administrative workflows.
• This may include occasional travel arrangements.
• Initiate correspondence with tenants through the issuance of fixturing notices, welcome and design packages, work authorizations, and chargebacks where required.
• Create new tenant projects in internal status-reporting systems and maintain, update, and distribute status reports as required.
• Support project mobilization and closeout activities by coordinating documentation requirements, site access requests, and administrative controls.
• Create projects in Ingenious, obtain funding approvals through internal workflows, and administer invoices through Ingenious and/or Basware.
• Manage multiple priorities simultaneously, proactively resolve administrative and operational issues, and follow through on assigned initiatives to completion.
• Coordinate with the Legal team to facilitate the preparation, execution, and tracking of consultant, contractor, and construction agreements.
• Develop, maintain, and continuously improve departmental templates, procedures, manuals, and document management practices.
• Coordinate vendor onboarding and act as a resource for vendor and consultant administrative inquiries.
• Identify opportunities to improve workflows, reporting tools, and administrative processes that support project delivery and operational efficiency.

Skills

Coordination

Administrative support

Communication skills

Documentation management

Education

University degree or equivalent

Tools

Adobe Acrobat

Bluebeam

Microsoft Office

SharePoint

Job description

Choose a workplace that empowers your impact. Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and passion. A place where you can personalize your employee journey to be - and deliver - your best. We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers. Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work. Don't just work anywhere - come build tomorrow together with us.

Oxford Properties Group is a leading global real estate investor, developer and manager. Our Design & Construction team delivers high-quality projects across our portfolio of retail, office and mixed-use assets.

We are looking for an organized, proactive Coordinator to help keep our projects and our team running smoothly.

As a Design & Construction Coordinator, you will play a critical role in supporting the operational and administrative functions of the Design & Construction team. This position is responsible for coordinating project administration, contract and invoice processing, documentation management, reporting, and workflow tracking across a portfolio of active projects. While the role provides administrative support to the team, its primary focus is coordinating project processes, operational workflows, documentation, reporting, and system administration across the Design & Construction portfolio. You will work independently to manage multiple priorities, ensure the timely flow of information and approvals, and help maintain consistency and efficiency across departmental processes.

You Will Be Responsible For Serve as the central coordinator for administrative and operational activities across the Design & Construction team. Coordinate project administration activities including project setup, documentation management, status reporting, and project closeout requirements. Support senior leaders and the broader D&C team by coordinating meetings, scheduling, communications, and other administrative workflows. This may include occasional travel arrangements. Initiate correspondence with tenants through the issuance of fixturing notices, welcome and design packages, work authorizations, and chargebacks where required. Create new tenant projects in internal status-reporting systems and maintain, update, and distribute status reports as required. Support project mobilization and closeout activities by coordinating documentation requirements, site access requests, and administrative controls. Create projects in Ingenious, obtain funding approvals through internal workflows, and administer invoices through Ingenious and/or Basware. Manage multiple priorities simultaneously, proactively resolve administrative and operational issues, and follow through on assigned initiatives to completion. Coordinate with the Legal team to facilitate the preparation, execution, and tracking of consultant, contractor, and construction agreements. Develop, maintain, and continuously improve departmental templates, procedures, manuals, and document management practices. Coordinate vendor onboarding and act as a resource for vendor and consultant administrative inquiries. Identify opportunities to improve workflows, reporting tools, and administrative processes that support project delivery and operational efficiency.

Required Skills & Experience

• 3+ years of experience in a coordinator, project administration, operations, or administrative support role.
• Experience within Design & Construction, real estate, architecture, engineering, or a related industry is considered an asset.
• Ability to read and comprehend construction drawings is considered an asset.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively across all levels.

Preferred Skills & Experience

• A university degree, college diploma or certificate in a related field, or equivalent experience.
• Demonstrated strength in time management and organization, with the ability to prioritize effectively in a fast-paced, demanding environment.
• Strong attention to detail and accuracy.
• Strong financial literacy skills.
• Initiative to identify and improve tasks, projects, or processes that may need attention.
• Sound judgment, a proactive problem-solving approach, and the ability to work independently with minimal supervision.
• A collaborative, service-oriented mindset and the ability to build effective working relationships.
• Proficiency in Adobe Acrobat, Bluebeam, Microsoft Office Suite, Outlook, and SharePoint.

The expected salary range for this position is $55,000 to $65,000 per year. You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-term Incentive plan (if applicable), and to participate in our group benefits and retirement plans - details on these elements of compensation are included within OMERS & Oxford offer letters.

Oxford's purpose is to strengthen economies and communities through real estate. Our people-first culture is at its best when our workforce reflects the communities where we live and work - and the customers we proudly serve. From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience.

We're committed to:

• We are passionate about inclusion and advocate for I&D across our network of employees, members and partners
• We are proud of our commitment to developing a best in class approach to complete wellness for our employees and members
• We invest in our people, providing them with opportunities so they can develop and grow