Project Coordinator - Tenant Projects

SUMMARY

The Project Coordinator is accountable for project administration and project financial administration activities supporting the coordination of projects in leased space for our client including but not limited to maintaining project documentation, completing project set up, data management, financial and administration closeout requirements.  The Project Coorindator will also support monthly reporting and labor tracking for their assigned teams and will provide general administrative support including meeting minute taking, tracking of submissions, distribution of correspondence and submissions, and supporting other administrators and coordinators. 

KEY DUTIES & RESPONSIBILITIES

Work Authorization Processing    

• Completes documentation required for funding agreements per the direction of the project lead and manages the transmission of documents, required signatures and receipt of approvals. 
• Communicates status to program directors and studio leads on a weekly basis.  

Project Set-Up    

• Inputs project information into databases and complete the project setup process. 
• Sets up project folders using standard filing conventions. 
• Sets up all required templates and tools for each project.

Project Tracking & Documentation    

• Maintains project documentation such as coordination plans, charters, decision logs, meeting minutes, contracts, bid packages, technical close out, etc. in collaboration with the LAS Manager/lead.
• Monitors project progress and timelines and prepare status reports to assist with timely project coordination and communication. 
• Tracks labor utilization on a project by project basis and notify the project lead of variations from the labor budget. 
• Tracks review process completion for all submittals as well as landlord invoicing. 

Project Financial Administration    

• Works with LAS (Lease Adminstration Services) managers, studio leads, and program directors to update and administer changes to work authorizations. 
• Works with relevant stakeholders to collect vendor qualification documentation and ensure vendors are activated and set up within financial systems.
• Administers the purchase order process.  
• Reconciles purchase orders to invoices to ensure accuracy. 
• Tracks and supports the processing of landlord invoicing

Project Reporting    

• Prepares various reports to support monitoring of LAS project progress, costs, status, risks, and opportunities.
• Reviews and communicates risks to LAS Manager / Project Leads, Senior Workplace Strategist – TFMO, and Program Directors.
• Provides regionally summary report as required on a monthly basis.

General Administrative Support

• Records minutes and action logs in project meetings as required by the project lead and distributes accordingly.
• Supports virtual requirements gathering workshops, documents conversations, and ideas on provided virtual tools in line with the virtual facilitation process.
• Provides a review of milestone documents to ensure proper formatting and documentation standards. Supports studio team members with compiling of milestone documents and supporting information. 
• Transmits all formal deliverables according to the established process.
• Uploads all completed documents into the required systems.

Project Close-Out Administration

• Administers project close-out requirements.
• Gathers and ensures receipt and sign-off of all project documentation.  Files project documentation. 
• Ensures receipt of all invoices.  Follows up with vendors where required.  Reconciles purchases to invoices to ensure accuracy and ensure all invoices are paid.  
• Reviews and reconciles actual project expenses against cost estimates.  

KNOWLEDGE & SKILLS

• College diploma. (3 years of project administration or administrative work experience)
• Strong communication skills with proven ability to communicate clearly with others for the purpose of data exchange, clarification, and follow-up. 
• English/French bilingual is an asset. (Experience in customer service and client-facing activities)
• Administrative and strong organizational skills along with related administrative work experience. (Experience working in a team delivering real estate services (project delivery, design or related fields)
• Experience following and administering processes for quality control.
• Data and documentation abilities and experience, with strong attention to detail and data accuracy.
• Proven ability and experience in generating and compiling data into reports.
• Able to work as a team and in a self-directed manner on individual tasks. (Experience communicating with multiple types of stakeholders)
• Computer proficiency – proficient in and experience with MS Office suite of applications along with proven ability to quickly learn new applications.  
• Able to meet requirements for Federal Security Clearance.

Licenses and/or Professional Accreditation

• None Required.

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