Project Coordinator, Facilities Services

Required Position

Full-Time Appointment

Responsibilities

Vacancy Status:Existing position

The Project Coordinator, Facilities Services, supports the planning, coordination, and delivery of construction, renovation, and deferred maintenance projects across Laurentian University’s campus. Reporting to the Manager of Planning and Projects, the incumbent supports project initiation, budgeting, scheduling, procurement, contract administration, and closeout. The role involves liaising with consultants, contractors, and university stakeholders to ensure projects are delivered on time, within budget, and in accordance with quality and safety standards. The Project Coordinator also provides administrative and technical support to the Facilities team and contributes to the continuous improvement and renewal of campus infrastructure.

Project initiation and planning

• Prepare project budgets, cash flow projections, schedules, meeting minutes and reports.
• Administer the project information including maintaining project databases and filing of pertinent documents.
• Organize, plan and communicate departmental relocations in relation to projects occurring on campus
• Assist in the preparation of RFQ, RFP and tenders or other procurement methods including drafting required scopes of work, preparing/assembling documentation, and review of consultant/designer’s quotations for approval.
• Initiating and maintaining correspondence with architects, engineers, sub-trades and suppliers.
• Schedule and coordinate project meetings with internal and external stakeholders.
• Represent Laurentian in project meetings with the client, consultants and contractors; prepare meeting minutes, tracking logs, and project deliverables as required.
• Monitor assigned projects to stay informed of progress, issues, and financial performance, and provide the Manager with weekly updates on status, risks, and budget.

Project Construction and Administration

• Assist in the preparation and issuance tenders or other procurement method
• Oversee the issuance of contracts, purchase orders, processing of payments to contractor/suppliers.
• Provide construction coordination, planning and identifying potential risks and working with the site team to understand and enforce contractual responsibilities, contract documents and resolving field technical issues.
• Track the progress and quality of work being performed by design disciplines/trades; prepare tracking logs, site reports and/or similar as required
• Review and action change management process including tracking and managing RFIs, CCN, SI, and CO’s, etc.
• Schedule and assist with overall project closeout, including commissioning, start-up, training, maintenance, archiving documents and warranty. Review that all required project close out documents are obtained.
• Keeping the project team informed on project status, and all activities that require or may require review
• Effectively and accurately communicate relevant project information to the project team and university community; use verbal, written, and graphical communication tools and techniques
• Attend and document meetings to ensure fulfillment of the project requirements
• Placing and tracking internal work order for project tasks and coordination charge back to internal budgets.

Facilities Operations Support

• Assist the daily operation of essential work during staffing shortages or during increase in workload periods.
• Assist with fielding communication from internal and external clients and service providers when needed.
• Perform other duties as assigned.

Qualifications

• Two (2) to three (3) years post-secondary education, in project management, construction management, architecture/engineering technology, construction engineering (or equivalent).
• Minimum five (5) years of relevant experience in project management, construction industry, consulting, architecture, engineering, facility management and/or general building industry.
• Demonstrate understanding of construction processes and terminology
• Ability to review construction drawings, specification, budgets and contractor quotations
• Strong interpersonal and communication skills - verbal, written, and presentation
• Excellent organizational and time management skills to respond to changing priorities and multiple tasks
• Able to work independently as well as a team environment, meeting tight deadlines with conflicting priorities while working on multiple projects simultaneously.
• Good initiative, strong attention to detail, good problem-solving ability
• Previous experience drafting budgets, cash flows, and schedules an asset
• Functional bilingualism in English and French is preferred, but not required
• Advanced proficiency in computer software applications such as Google Drive and Microsoft office (Word, Excel, Projects,Powerpoints, Adobe, Bluebeam, etc.)
• Experience with AutoCAD and other design software an asset
• Ability to work fluently (verbal and written) in both official languages, French and English, is preferred.

Applications are being accepted to fill an active vacancy within the University 

***We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to careers@laurentian.ca***

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week. 

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit. 

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information (careers@laurentian.ca).

 

Apply Now

Applications will only be accepted through our online form.