Project Coordinator

GWL Realty Advisors; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading real estate firm in Ottawa is seeking a Project Coordinator to assist in managing capital, tenant, and operating expense projects. This role requires 2+ years of experience in real estate or construction, strong budget and contract administration skills, and proficiency in Microsoft Office. The ideal candidate thrives in a fast-paced environment and is detail-oriented. Benefits include generous vacation, health benefits, and a supportive culture.

Benefits

3 weeks of vacation per year

3 paid personal days per year

Eligible for performance-based bonus

Comprehensive health benefits

Education allowance of up to $2,000

Mental health coverage up to $5,000

Qualifications

• 2+ years of experience in real estate operations/management or construction industry.
• Experience with budget administration and record keeping.
• Ability to attain Secret security clearance with the Federal Government.

Responsibilities

• Assist in organizing capital, tenant, and operating expense projects.
• Prepare quotations and manage procurement documents.
• Track project budget set up and maintain accurate records.

Skills

Budget administration

Cost control

Contract administration

Attention to detail

Bilingual in French

Education

University or College Degree/Diploma in Engineering/Architecture/Planning or Business Administration

Tools

Microsoft Office Suite

Yardi 7S

MS Project

Job description

GWLRA is a leader in both the commercial and multi-residential real estate industries. We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire. Our people live our values through the work they do and the results they deliver. Our core values are keeping our word, working better together and embracing diversity.

We’re looking for a Project Coordinator to assist our property management team at 90 Elgin St. in organizing our capital, tenant and operating expense projects. This role involves preparation and tracking of documents, schedules, expenditures, and meeting minutes. You will assist project managers with larger projects and may take the lead to independently coordinate smaller projects.

We are seeking a highly motivated self-starter who thrives in a fast-paced environment, enjoys working as part of a collaborative team but is very capable of completing assigned tasks independently.

As part of the property management team, you will be required to cross train on several different functions to be able to assist with vacation coverages of key team members in the office. You will need to be flexible and willing to adjust your areas of responsibility as team dynamics and external factors dictate the need for change.

You should be capable of understanding design and construction terminology and be able to interpret typical construction drawings. This highly administrative role requires a dedicated individual that prides themselves in their attention to detail, and who finds personal satisfaction being an integral part of a fast-paced energetic team, delivering high quality results for our clients.

Responsibilities

• Receive quote requests from tenants.
• Conduct job showings and site visits with prospective contractors.
• Prepare quotations for tenant review and approval.
• Prepare PO’s, contracts, and change orders, as well as coordinate the execution of these procurement documents.
• Provide support in the preparation and distribution of RFP’s/RFQ’s
• Obtain and manage vendor prequalification documentation.
• Support a variety of project coordination and administrative tasks including project budget set up and maintenance in accounting and processing platform (Yardi 7S, Construction Manager)
• Actively participate in internal and external design/construction meetings as required and preparation of meeting minutes as needed.
• Track and maintain accurate records of all awards, Contemplated Change Notices, Change Orders, Site Instructions, Requests for Information and Construction Communications as required and ensure they are being addressed by the appropriate team members in a timely fashion.
• Assist in the collection and distribution of all project closeout documentation from consultants and the city; including but not limited to Commissioning Reports, As-Built drawings, Operation and Maintenance Manuals, Occupancy Permits
• Support various other property related projects such as environmental certifications, OH&S audits and any other special projects.
• Other responsibilities as delegated by your leader.

Qualifications

• 2+ years of experience in either real estate operations/management or from the construction industry, preferably on commercial projects
• Demonstrated experience with budget administration, cost control, contract administration and filing/record keeping
• University or College Degree / Diploma, ideally in either Engineering/Architecture/planning or Business Administration, Commerce or in an appropriate field of study
• Advanced knowledge of Microsoft Outlook, Teams, Word and Excel specifically) with intermediate capability with MS PowerPoint. A working knowledge of MS Project would be considered an asset
• Possess’ or is actively working towards a PMP, RPA, FMA, SMA or similar designation(s)/post secondary education would also be considered beneficial
• Must be able to attain a Secret security clearance with the Federal Government
• Bilingual in French considered an asset.

What We Offer

• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!

Our Business

Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

Our Commitment to Diversity

GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.