Project Coordinator Assistant

Job Description: Project Coordinator Assistant

Overview

The Project Coordinator is a vital role in our property management and construction company. The primary role is to support and improve the efficiency of the construction department and Project Managers roles. This individual will be responsible for coordinating various aspects of construction projects, including communication with suppliers, contractors, and internal teams. They will ensure the efficient and timely execution of project tasks, adhering to budgetary constraints, and maintaining high standards of work.

Key Responsibilities

Bid Management:

• Send out bid requests to suppliers and contractors.

• Confirm receipt of bid requests via email or phone.

• Communicate with bidders upon receipt of their bids.

• Upload and attach all bids in CoConstruct under respective names.

• Handle communication post-award and issue Purchase Orders (POs).

Purchase Order and Financial Management:

• Issue POs in CoConstruct for purchases over $200.00.

• Ensure accurate documentation of estimates and invoices in CoConstruct.

• Liaise with accounting for bill approvals and payments.

• Track and follow up on ordered items and timelines.

Support to Project Managers (PMs):

• Available for coordination with Finance, PMs, and Management.

• Mandatory attendance in onboarding meetings for construction projects.

• Daily job logs entry and weekly project site visits.

• Temporarily take over PM duties during their absence.

• Procure and ensure timely delivery of construction materials.

Maintenance Coordination:

• Coordinate property maintenance projects.

• Liaise with PMs for resource allocation for maintenance repairs.

• Maintain and control a log of company equipment, ensuring maintenance and updates.

Additional Responsibilities:

• Assist in the preparation of estimates and proposals.

• Update construction estimate take-offs for current pricing.

• Lead onboarding of new employees and contractors in the area of hardware and software necessary to fulfill their duties, ie time App, Happy Co, CoConstruct.

• Maintain accountability within the team.

• Other duties as dictated by the market conditions at the prevailing time.

Required Skills and Qualifications

• Strong organizational and communication skills.

• Proficient in CoConstruct or similar project management software.

• Ability to multitask and manage various project elements

simultaneously.

• High attention to detail and problem-solving skills.

• Experience in construction or property management preferred.

Work Environment and Schedule

• Office-based role from 07:30 to 17:00, Monday to Friday.

• One-hour unpaid lunch break.

• Regular attendance in meetings and project sites.

Application Process

Interested candidates should submit their resume along with a cover letter outlining their suitability for the role.

Job Type: Full-time

Salary: $17.00-$25.00 per hour

Expected hours: 40 – 50 per week

Benefits:

• Company events

Schedule:

• Day shift

Supplemental pay types:

• Bonus pay
• Commission pay

Licence/Certification:

• driver's license (preferred)

Work Location: In person