Capital Projects - Capital Projects Coordinator (temporary for 5 years)

This is a new position due to grant funding. It is a 5 year contract role.

Position: Coordinator - Capital Projects (temporary for up to 5 years)

Salary: $33.46 to $39.14/hr

Reports to: Manager - Capital Projects

Purpose of Position:
Reporting to the Manager - Capital Projects, the Coordinator - Capital Projects is responsible for assisting in coordinating activities on capital projects to ensure they are scheduled, implemented and financially managed in a professional and efficient manner.

Qualifications:

• 2 year college or equivalent combination of experience and training in Engineering, Architecture, Construction Business or another related discipline is required.
• 1 year of progressive practical experience in project coordination or related discipline including experience of construction and/or construction contracts.
• Satisfactory police clearance

Knowledge and Skills:

• Oral communication and interpersonal skills
• Problem-solving skills to gather relevant information
• Ability to review plans
• Ability to work on several projects or issues simultaneously
• Ability to work independently or in a team environment as needed
• Excellent organizational skills to prioritize and complete work with minimal supervision within appropriate timeframes.
• Experience in a computerized environment and a working knowledge of office software such as Microsoft Office 365 suite of programs including, but not limited to Teams, SharePoint, Word and Excel.

Major Responsibilities:
1. Assist the Manager- Capital Projects on all capital projects to ensure they are scheduled, implemented and financially managed in a professional and efficient manner.
2. Maintain database on capital project annual budgets, tendering protocol and updating tender templates, tracking capital expenditures.
3. Monitor project payment certificates, consultant and supplier invoices and contractor payment certificates, comparing with original budget approvals or approved change orders thereof.
4. Remain apprised of current legislation and regulation requirements required to coordinate capital projects.
5. Assist in the preparation of preliminary and final project timing and scheduling.
6. Track and ensure all project approvals are in place including but not limited to senior levels of government, engineering agreements, contract documents, purchase of service level agreements and Council approvals.
7. Assist and coordinate with vendors and the various project related emails, requests, tracking, etc. on capital projects.
8. Ensure all tendering and advertising procedures comply with purchasing procurement policies in coordination with procurement division.
9. Assist in the preparation of scheduling of capital projects to be tendered.
10. Assist with the preparation of contract administration and associated documentation.
11. Assist with grant applications and reporting thereof for capital projects.
12. Assist in the preparation of small tenders related to capital projects and assist with posting and coordination of all tenders.
13. Assist with coding invoices on capital projects.
14. Assist in the preparation of Request for Quotations/Proposals for vendor selection for the capital projects for design and other services as required.
15. Continually monitor and make suggestions on continuous improvements to deliver capital projects.
16. Assist in the preparation, monitoring, processing and maintaining documentation pertaining to projects and the projects, quotes, tenders, traffic and public impacts including posting closures and notification letters for capital projects
17. Ongoing updating of data scheduling and milestone reminders for projects and the internal project dashboard
18. Commencing, updating and maintaining relevant online log of project data as part of the corporate and project dashboard
19. Advise leadership on project cost overruns, projections and schedules.
20. Assist in the communication on projects including public requests for information and timing of projects as well as notification requirements for EMS, School board and bus company, garbage and mail.
21. Assist in regular, internal and external meetings with concise minute taking and project updates for capital projects.
22. Set up, manage and organize filing for projects (paper and electronically).
23. Perform other duties as assigned.

Decision Making and Judgement:

• Work is performed under the general direction of the Executive Director and Manager(s) in Operations.
• Works within established guidelines, policies, procedures, directives, bylaws and legislation.
• Working more independently and only raising problems to Leaders.

Physical Skill and Effort

• Sitting, standing.
• Manual dexterity to operate a computer

Contacts:
Internal

• Daily contact with internal staff.
• Revenue staff invoicing

External

• Daily contact with customers, provincial ministries, Conservation Authorities, Utilities, contractors, professionals, and for exchanging information.

Working Conditions:
Environment

• Works within an office environment within the hours of Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week). Occasionally, may be required to work outside these hours.

Control over Work Schedule

• Attend Committee meetings and other meetings that may be outside of the normal office hours.
• Overtime as specified in the Collective Agreement with CUPE Local 704.2

Last revised: September 2023

Core Competencies
Accuracy & Attention to Detail Technical Knowledge Self Motivated
Customer Service Project Management Problem Solving
Cooperation Professionalism Communication
Prioritization Multitasking