Project Coordinator - Tenant Improvements

VPAC Construction Group Ltd.; Vancouver; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading general contractor in Vancouver is seeking a detail-oriented Project Coordinator specializing in tenant improvements. This role involves coordinating project phases, ensuring compliance with safety standards, and maintaining project documentation. Successful candidates will bring strong organizational skills and relevant experience, contributing to the company's supportive and collaborative culture.

Benefits

Competitive compensation and benefits package.

Opportunities for professional growth and mentorship.

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 and Microsoft Office Suite.

Responsibilities

• Assist the project manager with scopes of work and project schedules.
• Support construction activities and ensure compliance with safety policies.
• Maintain project documentation and assist with financial tracking.

Skills

Organizational Skills

Communication Skills

Project Management

Knowledge of WorkSafeBC Regulations

Tools

Procore

Microsoft Office Suite

Smartsheet

Job description

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 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 VPAC’s 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 VPAC’s 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 VPAC’s and WorkSafeBC’s safety policies.
• Maintain site presentation according to VPAC’s 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 “for 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 VPAC’s 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 VPAC’s 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 an asset.

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.