Project Coordinator Full-time

Job Title

Facilities & Maintenance Support Staff – Regular

Job Description

This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.

This role is hybrid with a mix of remote and in-person. Work may take place at North Campus, South Campus, Enterprise Square, and Campus Saint-Jean, Edmonton. Work may also take place at Augustana Camrose and Calgary. Work location may vary based on assigned project(s).

Reporting to the Senior Manager within the Project Management Office (PMO) this position is responsible to assist in the delivery and implementation of projects from design through construction, building and operational commissioning, and turnover for assigned projects for the University of Alberta. Specific focus along with small project execution will be compliance with project specifications and controls, shutdowns, notifications and communications. Project execution responsibility encompasses the coordination of project design, planning, implementation, assistance with the procurement of contract services, cost estimating, budgeting, cost control, scheduling, risk management, and on-going communications with clients, external contractors, and stakeholders within and outside of the University.

Responsibilities

Project Planning – 40%

• Assists with the Collaborative development of project definition and scope of work with planners, University Architect, Engineering and Infrastructure, and various other clients/departments.
• Participates in the review of designs and vendor drawings to ensure conformity with project specifications as well as University and construction industry standards and guidelines.
• Assists in the development of the project budget.
• Will occasionally prepare cost estimates of all capital project hard and soft cost elements.
• On occasion, will be responsible for determining quality and quantity of materials, supplies and manpower required.
• Assists in writing specifications and documentation for materials and workmanship to be utilized by contractors or in-house personnel in all phases of the project.
• Assists Project Managers with preparing a Project Implementation Plans defining final scope of work, budget, schedule, and a proposed methodology for carrying out the project. Revises the plan throughout the project life cycle to meet changing needs and priorities.
• Participates in the coordination with Supply Management Services in the development and implementation of Requests for Proposals and Requests for Bids processes and resulting contract documents. May participate in final vendor and contractor award recommendations evaluation committees.

Project Control / Execution – 40%

• Visits the site and reviews drawings to identify infrastructure considerations, building services affected, and environmental and people issues involved, including those of surrounding areas, in carrying out the scope of work.
• Identifies and mitigates any disruptions to groups operating in the adjacent areas with affected client and stakeholder groups.
• Monitors work schedules for the different skilled crafts involved in project to minimize conflicts and/or delays.
• Conducts needs assessments through project life-cycle.
• Identifies, tracks, and implements strategies to manage risks, maintaining accurate risk tracking document and escalating issues when necessary to minimize impact on scope, budget, timeline and quality. This includes identifying project risks for the Owner Controlled Insurance Program (OCIP).
• Works with Project Managers to assist in reviewing, verifying, and managing the budget at all implementation stages, working with the design team and users groups to reconcile scope approvals and changes to budgets.
• Works with the project teams on financial management, financial reporting, and internal financial controls. May work with Project Finance on reconciliation requirements.
• Participates in progress and quality reviews, including warranty and deficiency reconciliation.
• Coordinates pre-project meeting with the construction supervisory team to review project goals and requirements, site conditions, environmental health and safety requirements, and other related project matters.
• As part of the project team, ensures project team's compliance with relevant government and University policies and building codes, maintaining safety standards in all aspects of the project.
• Assists in ensuring quality and standard of work performed by service providers and ensures acceptable deliverables are achieved.

Administration & Reporting – 10%

• Maintains records of construction and inspection activities and makes recommendations for payment of contractors.
• Ensures tracking and comprehensive reporting on budget, schedule, quality, client interaction, and other project success metrics.
• Issues work orders and purchase requisitions.
• Reviews and recommends for approval of Change Notices and Change Orders.
• Completes post construction evaluations of consultants and contractors.
• Maintains “lessons learned” information for the project.

Project Communication – 10%

• Communicates progress and issues to stakeholders and manages all client relationships.
• Liaises effectively with Clients, Engineering and Infrastructure, Supply Management Services, contractors, EH&S, Security and Code Authorities to facilitate any changes, modifications, or resolutions of project problems.
• Assists contractors in determining priorities for changes during construction/renovation.
• Other duties as required.

Qualifications

Education & Experience

• A University, or college degree, or technology diploma in a construction, engineering, or engineering technology related discipline is required. However, combinations of education and experience will be considered.
• 3 years progressive experience in related design and construction activities, including managing project deliverables.
• Formal training/experience in building construction and construction administration and project management is considered an asset.
• Certified trades ticket is considered an asset.
• Project management experience in a construction setting is an asset.
• Experience with lean design and construction is considered an asset.

Skills

• Strong skills in Microsoft Office Suite and Google Suite of applications; google-docs, google-sheets, google-drive, google-meets.
• Excellent oral and written communication skills.
• This position requires possession of financial analysis and reporting skills, and a high degree of related analytical and problem solving skills.
• This position also requires negotiating skills, an ability to effectively explore alternatives and positions and reach outcomes that can achieve support or acceptance from all parties.
• The successful candidate will be highly collaborative, and able to work in a complex and fast paced environment. A positive attitude, and ability to collaborate with a large variety of stakeholders is required.

Knowledge

• Position requires a working knowledge of mechanical, electrical, architectural and structural building systems, legislation and application of building and related codes as well as U of A policies and procedures.
• Working knowledge of contract law and construction processes is also required.

About the Team

The Campus Operations & Services team supports the University of Alberta through a range of essential services and works for operating, maintaining and renewing infrastructure across our campuses.

About University of Alberta

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit. The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide. Your work will have a meaningful influence on a fascinating cross-section of people – from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more. At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs. We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted. All University employees have a responsibility to foster a workplace that prioritizes safety