Description

PURPOSE OF THE POSITION:

The Coordinator, Construction is responsible for project administration activities including but not limited to maintaining project documentation, completing project set up, financial and administration close out requirements. The Coordinator, Construction will support the Senior Construction Manager, will be an integral part of the construction team and will be responsible for providing reliable and timely support to the construction team.

The successful candidate will have independent judgement to plan, prioritize and organize a diverse workload.

POSITION FUNCTIONS:

  • Project Set Up
  • Inputs project information into databases and completes project set up process
  • Project Tracking and Documentation
  • Provides administrative support to the Construction Management Team, including document control.
  • Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
  • Monitors project progress and timelines and prepares status reports to assist with timely project delivery.

  • Project Financial Administration
  • Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
  • Executes the purchase order process.
  • Reconciles purchase orders to invoices to ensure accuracy.
  • Manages the purchase order logs, creates purchase orders and forwards them to vendors/suppliers and resolves any purchase discrepancies.
  • Order project-related materials or systems and follow up on delivery with suppliers
  • Receives and reviews project related invoices and coordinates with accounts payable to process payment

  • Project Tender Administration
  • Organizes tender and contract documents with support of the Project Manager and the Architects.
  • Assists in contract negotiation and award processes
  • Project Procurement Management
  • Coordinates procurement schedules and ensures timely delivery of materials, equipment, and services in line with project timelines.
  • Tracks and manages vendor performance, ensuring adherence to contract terms, pricing, and quality standards.
  • Supports Project Managers in evaluating procurement options and negotiating cost-effective solutions.
  • Maintains organized procurement documentation, including purchase records, correspondence, and delivery confirmations.
  • Collaborates with the Finance and Construction teams to ensure alignment between procurement, budgeting, and project delivery goals.

  • Project Reporting
  • Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
  • Reviews and communicates risks to Project Managers.
  • Project Close Out Administration
  • Executes project close out requirements.
  • Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
  • Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
  • Reviews and reconciles actual project expenses against cost estimates.
  • Reviews construction close-out documentation for compliance.
  • Ensure all owners operation manual(s) and documentation is provided to the RGM.
  • Project Management
  • Provides project management on smaller projects from planning stage through design and construction to final acceptance, including responsibility for budgets, cost control and scheduling.
  • Other duties as assigned.

Working Relationships:

  • Development Functional Team
  • Operations, Finance and key Functional Teams
  • External partners and vendors as required
  • Franchisor Design and Construction teams

Specialised or Technical Knowledge/Skills

  • Project management knowledge and abilities
  • Read and understand construction drawings and documents
  • Sound computer skills – MS Excel, MS Word , ability to use AutoCad is an asset
  • Ability to work accurately under pressure
  • Ability to resolve concerns in a proactive manner
  • Adaptable/flexible work schedule when required to meet deadlines
  • Valid driver’s license
  • Some travel to project sites will be required
  • Degree or Diploma in Construction Management or equivalent;
  • Strong communication and technical construction skills;
  • Experience working with construction management firms; and
  • Demonstrate strong organizational, interpersonal, communication, problem-solving and analytical skills as well as a keen willingness to work independently and on-site at project locations.