Project Coordinator

InnVest Hotels; Toronto; Hybrid; CAD 63,000 - 70,000; Full time

Job summary

TRIP Contracting Inc. is seeking a Coordinator, Projects to support the Construction and Project Managers with administrative and clerical tasks, project document control, and monitoring payments and expenditures.

You will ensure projects are delivered on schedule and within budget, while performing occasional accounting-related duties. The role requires travel to sites and strong organizational skills for multi-project coordination.

Qualifications

• Educational background in Construction, Project Management or a construction-related field, or a combination of knowledge, skills with a minimum of 5 years' experience in a comparable role.
• Knowledge, Experience and Skills Requirements: ability to read drawings/specifications and interpret provincial/municipal standards; strong organizational and planning skills.

Responsibilities

• Owns project document control across all phases of construction with filing of submittals, RFIs, change management, drawings, minutes, and correspondence.
• Reviews, submits and tracks RFIs, samples and submittals.
• Prepares change orders, shop drawings, and RFI submissions for review/approval.
• Assists with Sage entries for project contracts, subcontracts, invoices and change orders.
• Ensures proper authorization and timely processing of payments.
• Assists in processing progress billings from contractors and vendors.
• Coordinates and collects close-out documents.
• Supports Health and Safety initiatives and monthly financial report drafts.

Skills

Construction knowledge

Education

Background in Construction/Project Management or related field

Job description

• Pay or shift range: $63,000 CAD to $70,000 CAD. The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

• Travel Required: Yes

Description

THE ROLE:

Reporting to the Construction Manager and Project Manager, the Coordinator, Projects is primarily responsible for providing administrative and clerical services. The incumbent's primary functions include providing administrative support, project document control, and monitoring payments and expenditures. Providing these services in an effective and efficient manner will ensure that projects are delivered on schedule, on budget and meet scope requirements. Additionally, from time to time, the role will include administrative tasks for the Accounting team.

RESPONSIBILITIES:

The duties and responsibilities for the Coordinator, Projects include, but are not limited to the following:

• Owns project document control across all phases of construction, maintaining a comprehensive and up-to-date filing system for all submittals, RFIs, change management, drawings, meeting minutes, and project correspondence
• Reviews, submits and maintains tracking logs for RFI's, samples and submittals
• Prepares change orders, shop drawings, and RFI submissions for review/approval
• Assists with Sage entries for project contracts, subcontracts, invoices and change orders
• Ensures proper authorization, appropriate coding to projects, and timely processing of payments
• Assists in the processing of progress billings from contractors and other vendors
• Coordinates and collects all close-out documents
• Ensures timely follow-ups on all aspects of projects, quotes and opportunities
• Solicits quotes and technical documentation from vendors
• Orders goods directly from our suppliers when required
• Handles vendor, subcontractor, and internal inquiries.
• Processes all expenditures relating to travel, projects, and subcontractors; exercising extreme discretion with such sensitive and confidential information.
• Submits and tracks credit card receipts and performs associated reconciliations.
• Requests and coordinates job site services, equipment rentals and job site materials, as directed by the Project Manager
• Supports the Health and Safety initiatives, as directed by the Construction Manager
• Prepares a draft of the monthly financial report for the Project Manager's/Construction Manager's review.
• Administers and Closes the Deficiency Process for project turnover in collaboration with the Project Manager.
• Develops close out binders for project completion.
• Assists in the closing of project permits.
• Supports the Project Manager in Occupancy related documentation.

Skills and Qualifications:

• Educational background in Construction, Project Management or a construction-related field, or a combination of knowledge, skills with a minimum of 5 years' experience in a comparable role, preferably in the hospitality/real estate industry.

Knowledge, Experience and Skills Requirements:

• Continuous improvement attitude.
• Well developed critical thinking skills and mental agility.
• Ability to read and interpret drawings/specifications and have knowledge of applicable Provincial//Municipal standards & legislation.
• Excellent organizational and planning skills and ability to manage multiple projects.
• Ability to meet tight deadlines and schedules while maintaining safety and profitability.
• Excellent verbal and written communication skills.
• Strong analytical and problem solving skills.
• Work within project framework and adhere to all Company guidelines and policies.
• Ability to work with minimum supervision.

Work Conditions:

• Required to work flexible/variable schedule dependant on project deadlines.
• Physical ability to frequently lift up to 50lbs/23kgs.
• Frequent travel to the construction site, and off-site locations, will be required.
• Ability to travel, as project location can vary geographically within Canada.
• PPE and RPE will be required at construction sites, e.g., steel-toed safety boots, hard hat at a minimum, and any project specific requirements.
• Peak project periods may require working overtime, as required.
• Exposure to hazards associated with the construction trade.
• Ability to work both indoors and outdoors.
• Constant exposure to construction sites.
• The salary range for this role is $63,000 - $70,000/year.

TRIP Contracting Inc. is an inclusive employer. As part of TRIP's commitment to accessibility, we will ensure equality by providing a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code [Ontario only]. Any special accommodation needs required in order to allow applicants to participate in the recruitment process to their full potential can be arranged in advance by contacting TRIP Contracting Inc. to arrange practical and appropriate accommodation. We appreciate all applications; however, only those applicants selected for an interview will be contacted.