Project Coordinator

Position Details

Position Information

Position Title Project Coordinator Posting Number 02397SA Location Coquitlam Campus Grade or Pay Level S – Pay Level 15 Salary Range $58,304 annually (with wage increments to a max of $65,630 annually). Salary and wage increments are in accordance to the Collective Agreement. Position Type Support Staff – Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 11/04/2024 End Date Day of the Week Mondays to Fridays Shift 8:30-4:30 Work Arrangements
This regular full-time (35 hours per week) position is available starting November 4, 2024. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Occasional evening and/or weekend work may be required. The position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster. Douglas College (DC) is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered after probation has been passed.

This position has been submitted for review. Additional information may be available to short-listed applicants at the time of the interview.
What Douglas Offers
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
The Role
The Facilities Services Project Coordinator contributes to the success of Douglas College and its student community through the efficient coordination of renovation and infrastructure projects within the Facilities Services department. This important role will provide direction, leadership, project administration, and supervision of projects to which they are assigned. Major areas of responsibility for this role include project planning, research, development of specifications, co-ordination, and implementation to support to the Manager, Facilities Services in all aspects of project management. A collaborative, people-centered focus is essential for this role

Responsibilities

1. Project Coordination

a. Provides assistance and support to the Manager, Facilties Services in problem solving, project planning, project estimates, development, execution and management of stated goals and objectives.

b. Produces complex critical path documentation, timelines and presentations using software programs for new construction, renovation and cyclical projects.

c. Coordinates and attends department and various project related meetings; prepares agendas and supporting documentation; prepares and distributes minutes; independently follows through on action items and decisions taken.

d. Plans, organizes and coordinates project planning meetings and functions as required.

e. Schedules meetings with internal and external stakeholders to discuss project plans, impact and project schedules.

f. Coordinates and ensures the time-sensitive preparation and circulation of plans and accompanying documents.

g. Communicates with internal and external stakeholders, as directed, about progress and directions of project.

h. Researches, analyzes and summarizes information for projects from a variety of data sources, institutions; either online or in person; such as capital projects, new construction, renovations and cyclical projects (for example: user groups, architectural firm representatives).

i. Participates in the construction tender process; Reviews and contributes to terms and conditions on contract and/or purchasing documents pertaining to renovation, construction, leasehold/tenant improvements. Including requesting estimates and quotes from suppliers and contractors.

j. Oversees project related letters of credit, performance bonds and securities; monitors and initiates communication/correspondence with contractors regarding status, expiry dates and renewal deadlines to ensure timely renewals with no negative impact to the College.

k. Coordinates and leads project teams and/or task groups as assigned by the Manager, Facilties Services to address cyclical needs, Charters, and other office moves, all of which can be anywhere from occasional, to times of heavy need.

l. Monitors project expenditures for budgets for operations, such as for space allocation, departmental moves, physical site relocations and office moves.

m. Monitors activities so that projects are completed on time, within allocated resources and to agreed quality.

n. Coordinates and manages work flow among the various trades to ensure coordination and successful completion of projects anywhere from occasionally to times of heavy need.

o. Coordinates and assigns work to trades, contractors, realtors and landlords for Coquitlam, New Westminster and other properties regarding installations, moves, set-up and openings and other related types of work.

p. Ensures trades adhere to WorkSafeBC Occupational Health and Safety regulations as well as College policies and procedures by providing safety briefings and obtaining copies of insurance, reviewing WorkSafeBC letters and explaining College policies and expectations in writing and verbally.

q. Maintains project records.

r. Conduct field inspections and reviews during and post construction.

s. Create and maintain deficiency lists

2. Administrative Services

a. Maintains project plans and associated communication documents

b. Prepare/update project status reports, process invoices, update tracking reports, and maintain files for due diligence and financials

c. Maintain up-to-date project logs (RFIs/Changes/Submittals)

d. Prepares purchase orders and change orders

e. Reviews invoices to confirm consistency with projections, quotations and budget allocations.

f. Files and archives project documents

g. Conducts research using blueprints, equipment manuals and design ideas

h. Prepares and drafts rough designs and specifications and prepare working drawings and detailed technical information

i. Maintains and manages college-wide Facilities Inventory System ( FIS )

j. Maintains and manages floor plans, record drawings and O&M manuals

k. Minor updates, alterations and maintenance to the Facilities Management website

l. Works with the Manager to develop and prepare capital budgets and capital requests

m. Represents the Manager in a variety of operational meetings and groups such as user groups and various departments within the College

n. Works with other Facilities related software (AutoCAD, MS Project, CMMS , WiFi clocks, etc.)

3. Perform other duties including, but not limited to:

a. Provides support in emergent and on demand security, emergency and occupational health and safety related issues

b. May be asked to do project coordinaton at Training Group sites.

To Be Successful in this Role You Will Need
1. Completion of an undergraduate degree or diploma from a recognized post-secondary educational institution.

2. 3-5 years direct work experience in coordinating projects, including all aspects of project development and execution.

3. PMP (Project Management Professional) certification, or working towards, an asset.

4. Excellent written and verbal communication skills combined with effective listening skills.

5. Resourcefulness with ability to use ingenuity to provide creative solutions that meet or exceed internal client needs.

6. Solid attention to detail with consistent follow-through.

7. High level of accountability, tact and professional judgment.

8. Solid organizational skills with the ability to prioritize work in a busy environment.
Ability to adjust to shifting priorities, demands and timelines in a high-pressure environment.

9. Excellent troubleshooting/problem-solving and analytical skills.

10. Aptitude for learning and adhering to existing standardized policies, processes and procedures.

11. Ability to quickly learn and understand new technologies and how they apply in our environment.

12. Excellent interpersonal skills with the ability to influence various stakeholders and core/extended team members including executive management.

13. Ability to work effectively both independently and collaboratively as part of a team.

14. Strong knowledge of project management methodology.

15. Proven experience coordinating small and large multi-functional projects with a technology component.

16. Being familiar with budgets would be an asset.
Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 10/15/2024 Close Date 10/22/2024 Open Until Filled No Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by October 22, 2024 . Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Quick Link for Direct Access to Posting https://www.douglascollegecareers.ca/postings/13112