Project Coordinator - Retirement

VPAC Construction; Kelowna; On-site; CAD 65,000 - 80,000; Full time

Job summary

A leading construction firm in Kelowna is seeking a Project Coordinator Tenant Improvements to support project managers. This full-time position involves managing project documentation, assisting with budgeting, and ensuring compliance with safety standards. Ideal candidates have at least 1 year of experience in construction coordination and proficiency in Procore and Microsoft Office Suite. Competitive salary and benefits offered.

Benefits

Competitive compensation and benefits package

Professional growth and mentorship opportunities

Supportive and collaborative culture

Qualifications

• Minimum of 1 year experience in a construction project coordination role, preferably in tenant improvements.
• Strong organizational and communication skills.
• Proficiency with project management software (Procore) and Microsoft Office Suite.

Responsibilities

• Assist the project manager in preparing detailed scopes of work.
• Support setup of the final project budget and manage documents.
• Ensure all sites comply with safety policies and maintain presentation.

Skills

Organizational skills

Communication skills

Proficiency with project management software (Procore)

Microsoft Office Suite

Familiarity with construction contracts

Knowledge of WorkSafeBC regulations

Tools

Procore

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Visio

Microsoft Project

SharePoint

Job description

Overview

Contract Position - 6-8 Months

Company Profile

VPAC Construction Group is a leading general contractor specializing in multi-family residential, commercial tenant improvements, and retirement group markets. We set ourselves apart through our strong company culture and exceptional relationships with trades and clients. At VPAC we offer more than just a place to work; our collaborative and supportive environment fosters long-term relationships and mentorship opportunities that form the foundation of successful careers.

Position Overview

We are seeking a Project Coordinator Tenant Improvements / Retirement to join our dynamic team. The successful candidate will work closely with project managers to support all phases of project delivery ensuring that projects are executed efficiently on schedule and to the highest quality standards.

Responsibilities

A. Estimating

• Assist the project manager in preparing detailed written scopes of work according to VPACs standard procedures.
• Support the project manager in developing preliminary project schedules for inclusion in client proposals.
• Assist in developing accurate project budgets based on the defined scope of work.
• Provide accurate documentation to the Admin team for budget presentation preparation.

B. Construction Phase

• Ensure each new project starts according to VPACs standard procedures.
• Support setup of the final project budget.
• Assist with tenders, tender closings, and the preparation of trade contracts and purchase orders.
• Support the day-to-day management, monitoring and documentation of construction activities ensuring compliance with master schedules, budgets and contract documents.
• Perform ongoing monitoring and processing of plans, specifications, shop drawings and submittals.
• Develop and maintain positive communication with corporate teams, clients, civic officials, and the public.
• Assist with timely project close-out and client occupancy.

C. Post-Construction Phase

• Administer and process post-construction issues to ensure compliance with maintenance and warranty provisions.

D. Site Safety / Set-up Coordination

• Ensure all sites comply with VPACs and WorkSafeBCs safety policies.
• Maintain site presentation according to VPACs standard procedures.

Key Duties

• Report to the designated project manager and provide support on multiple concurrent projects.
• Organize and maintain all project documents and drawings.
• Review and respond to daily project correspondence addressing issues from initiation to closure.
• Review shop drawings for compliance and coordinate consultant reviews.
• Receive, log and distribute all project documentation including drawings, shop drawings, color schedules, change orders, site instructions, consultant reports, test results and RFIs.
• Assist with solving construction detail problems as a value-added service to the Pre-Construction & Design team (without assuming design responsibility).
• Ensure only the latest construction drawings and specifications are used on site.
• Set up and maintain project filing systems throughout the project duration.
• Review and analyze weekly schedules and cost reports; support preparation of profit projections.
• Prepare monthly reports on project status, profit, subcontract status and schedule for Senior Management review.
• Submit weekly client update reports and look-ahead reports by Friday at 3pm.
• Conduct regular field inspections to ensure construction contract compliance.
• Attend client, consultant and trade meetings; prepare and distribute minutes as required.
• Prepare and track all project documentation.
• Develop preliminary schedules and support the project team in developing the Master Schedule.
• Monitor and update the Master Schedule according to VPACs standard procedures.
• Assist in managing change orders including identification, notice, pricing and logging.
• Receive price and track Contemplated Change Orders.
• Authorize and process Prime Contract and Subcontract Change Orders.
• Maintain and distribute the Change Order Log to clients bi-weekly.
• Assist in preparing monthly progress claims and reviewing subcontractor progress claims.
• Review and approve monthly invoices for payment.
• Support project budget and contract finalization.
• Maintain project cost records.
• Obtain and transfer contract documents to VPACs Office Admin for filing.
• Submit Notices of Project (NOP) to WorkSafeBC.
• Support processes to obtain Certificates of Occupancy and Substantial Completion; ensure all required documentation is assembled and submitted to the architect.
• Collaborate with the project manager and superintendent to prepare closeout documentation.
• Participate in post-project reviews with Senior Management.
• Monitor and expedite trades and suppliers.
• Notify Senior Management of major disputes with subcontractors or suppliers.
• Perform site work as required.

Qualifications

• Minimum of 1 year experience in a construction project coordination role, preferably in tenant improvements.
• Strong organizational and communication skills.
• Proficiency with project management software (Procore) and Microsoft Office Suite.
• Familiarity with construction contracts, change orders and schedule management.
• Knowledge of WorkSafeBC regulations.
• Smartsheet knowledge a plus.

Why VPAC

• Competitive compensation and benefits package.
• A supportive and collaborative culture.
• Opportunities for professional growth and mentorship.

How to Apply

If you’re a detail-oriented and driven Project Coordinator with experience in tenant improvements, we want to hear from you. Please submit your resume and cover letter.

Required Experience

Key Skills

Microsoft Office, Microsoft Outlook, Microsoft Word, Visio, Microsoft PowerPoint, Microsoft Excel, Project Management, SharePoint, Project Management Software, Microsoft Project, Administrative Experience, Project Coordination

Employment Type

Full-Time

Experience

years

Vacancy

1

Monthly Salary

65000 - 80000