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About the Role
The Coordinator, Projects provides administrative and clerical services, focusing on document control, payment monitoring, and expenditure tracking to ensure projects are delivered on schedule, on budget, and meet scope requirements. The role also supports the Accounting team with administrative tasks.
Responsibilities
- 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
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
- 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
Skills
- Administrative support
- Project document control
- Payment monitoring
- Expenditure tracking
- Sage entries
- RFI processing
- Change order preparation
- Vendor management
- Communication skills
- Organizational skills
- Planning skills
- Critical thinking
- Problem solving
Location
- Canada
Work Type
- Onsite
- Flexible/variable schedule
- Overtime may be required
Experience Level
- Minimum of 5 years’ experience in a comparable role
Education Level
- Educational background in Construction, Project Management or a construction-related field, or a combination of knowledge, skills
About the Company
- TRIP Contracting Inc. is an inclusive employer committed to accessibility, equality, and a barrier-free work environment.
- Accommodation will be provided in accordance with the Ontario Human Rights Code (Ontario only).
- Special accommodation needs for the recruitment process can be arranged in advance by contacting TRIP Contracting Inc.
Equal Opportunity
- TRIP Contracting Inc. is an inclusive employer.
- 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.