Project Coordinator - Dgm-447

Company Background: Operating 11 facilities including seniors lodges, apartment buildings, and an affordable family housing complex, Heartland Housing Foundation is known as a strong, collaborative organization and a leader in the social fabric of the region.
At Heartland Housing Foundation we are committed to our culture of service and excellence as we continue to serve the people of our communities.
Position Summary The Project Coordinator will provide project management support to the Facility Manager in overseeing and management of short- and long-term capital projects which may include new construction, building renovation/refurbishment and/or upgrading existing capital infrastructure.
Working collaboratively with the Facility Manager, Site Managers, maintenance, and other partners, this position is essential for the successful execution of the project by ensuring project documents are prepared and properly retained, timelines are maintained, and projects are completed in accordance to the project charter and/or contract.
The Project Coordinator must demonstrate the ability to work well under pressure, adapt to changing priorities, use sound judgment and maintain a professional image that supports Heartland Housing Foundations (HHF) mission, vision, and values.
Responsibilities Project Management Assist the Facility Manager in identifying the need for capital project, renovations, refurbishing and/or new projects based around HHF mission, vision, values and risk assessments, by developing presentations, proformas and other visionary documents.
Responsible for the preparation of Request for Information (RFI), Request for Proposals (RFP), and estimates for various projects following the Alberta Seniors Housings (ASHC) Albertas Procurement Program as well as HHF procurement practices.
Lead the evaluation process in the awarding of projects by reviewing, rating and evaluating RFP with key stakeholders based on HHF rating scale.
Develop and define project scope, charter and objectives ensuring the vendor/contractor adheres to the expectations of HHF while the project is in the development phase.
Organize and participate in the project kick-off, regular and turnover meetings, ensuring HHF has the necessary information needed to evaluate the contractor/vendor performance pre, during and post projects.
Monitor the progress of the assigned project(s) through verification of the project charter, schedule, key deliverables, budget, quality assurance and safety standards updating the Facility Manager and other key stakeholders in regards to meeting the key deliverables of the project.
Administration Follow construction document management protocols to ensure all documentation is properly initiated, verified, authorized, maintained, retained, and stored in accordance to records retention strategies.
Work with the site management and maintenance teams to help ensure planned project within the lodges and apartments do not create a disruption to our residents, tenants and site operations.
Work with Finance to develop and monitor the project budget, ensuring funding for the project is controlled and bills are paid.
As the primary contact of information, actively monitor the status of the project using project scheduling and cost control tools to help track the performance of the schedule, budget, quality and safety standards ensuring the performance criteria & the specifications set out in the Project Charter, contracts and/or design documents are being met.
Updating the Facility Manager and other key stakeholders on the variances occurring within a project and help strategize the reasons of variances and assist with developing a plan to meet previous or new target objectives.
Schedule and attend project meetings, ensuring the flow of information is consistent and up to date.
Prepare various project reports for all planned, current and past projects as needed.
Research new and innovation solutions that can be utilized to help reduce the environmental impact, increase the longevity of the facilities and create sustainable resources for the organization.
Ensure compliance with HHF standards, policies and procedures and ensure that work is completed in compliance with applicable building codes and other relevant legislation.
Assist with the planning and coordinating of warranty work as defined within the construction contracts.
Coordinate the development of user manuals, training materials, and other documents as needed to enable successful implementation and turnover of the process or system to the clients.
Routinely handle potentially sensitive and confidential information within various projects.
Health, Safety and Environmental Stewardship Participate and contribute to the success of the overall safety program.
Support and abide by all safety management systems and promote a safety culture throughout the organization.
Effectively support HHF safety management programs with vendors and contractors while performing work for HHF.
Maintain a clean, sanitary and tidy work area at all times.
Respond to emergency situations as they arise providing appropriate follow-up and documentation as required.
Adhere to all manufacturer guidelines and safe work practices when using equipment.
Use Personal Protective Equipment and follow universal precautions.
Participate in worksite inspections, health & safety meetings and committees as required.
Contribute to the organizations commitment to improving its impact on the environment through day-to-day operations and seeking innovative ways to be a greener organization.
Undertake the performance of other assigned duties as required.
Requirements Post-secondary degree or diploma in the area(s) of engineering, architecture, project management, and/or environmental design.
Alternatively, in lieu of degree or diploma, a combination of progressive 5- years experience coordinating construction projects in conjunction with project management formalized training will be considered.
3-5 years of progressive experience supporting facility managers, project managers and/or managing projects related to the construction industry, including capital renewal, renovations, and new construction.
Comprehensive knowledge of construction documents, drawings, and specifications as well as current building construction practices and methodology.
This includes disciplines in architectural, mechanical, structural, electrical and HVAC.
Understanding of project cost management principles and experience monitoring/controlling project financials, including budgets, commitments, and actual expenditures.
Experience with contract management and administration, including the Canadian Construction Documents Committee (CDDC) format as well as contract management processes such as tendering, RFIs, change orders, lien holdbacks, etc.
Advanced knowledge of Microsoft Office is required.
Experience working within the YARDI system or other property management software is an asset.
A valid Class 5 Alberta Driver License and reliable vehicle is required for localized travel to multiple sites.
The primary workspace will be in an Office setting, but the mission of the organization may sometimes take them to a non-standard workplace.
Hours of work are a standard work week, but additional hours may be required as needed to attend meetings and representing the organization at public events.
Work Conditions Frequent and ongoing contact with staff, residents, families, contractors, etc.
The requirement to be able to lift and carry packages/boxes of varying sizes and weights.
May be required to work alone.
Occasional exposure to unpleasant or abusive individuals.
HHF believes in safeguarding our staff and residents as best as we can against the threat of COVID.
As such we have a HSE COVID directive in place regarding the disclosure of vaccine status.
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