Manage document control processes, including receiving, tracking, distributing, and filing all project documentation;
Organize and maintain both electronic and hard-copy project files in accordance with company standards;
Administer the RFI and shop drawing processes, ensuring timely distribution, tracking, and close-out;
Manage all project tracking systems and online file transfer (FTP) platforms;
Provide administrative and coordination support to the Project Manager and project team, including scheduling meetings, arranging conference calls, and preparing agendas;
Record meeting minutes and distribute to all attendees in a timely manner;
Draft memos, correspondence, and covering letters as required;
Develop and maintain positive working relationships with subcontractors, consultants, and suppliers;
Create and issue Purchase Orders; collect, review, and process invoices;
Assist with change order administration, including pricing requests, tracking, processing, and assessing cost and schedule impacts prior to review with the Project Manager and Senior Vice President;
Assist with issuing subcontracts and monitoring subcontractor progress and compliance;
Support the enforcement of contractual responsibilities with subcontractors;
Assist in developing performance status reports related to cost forecasts, project schedules, and safety metrics;
Support site staff with safety documentation and records;
Assist with establishing and maintaining project safety and environmental programs;
Provide proactive support to ensure compliance with health and safety requirements;
Assist with all aspects of project close-out, including archiving documents, collecting maintenance and warranty manuals, managing deficiencies, and tracking warranty work;
Acquire and organize product manuals, warranty letters, inspection reports, and certifications from subcontractors and consultants;
Manage site and office supplies;
Prepare mailings and courier packages;
Provide general office support, including filing, scanning, photocopying, and document distribution;
Support coordination of marketing and internal distribution materials when required;
Take the lead on assigned tenders, ensuring adherence to company procedures, meeting critical deadlines, and assisting with the preparation and presentation of bid recaps.
The Ideal Candidate
University or college degree in Engineering, Architecture, Construction Management, or a related field;
1–3 years of experience in a similar project coordination or construction support role;
Proficient in Microsoft Office, Microsoft Project, and Excel;
Strong organizational, communication, and time-management skills;
Strong analytical skills with excellent attention to detail;
Ability to work effectively under pressure in a deadline-driven environment;
Exceptional verbal and written communication skills and a collaborative, team-oriented mindset;
Proactive, dependable, and eager to learn within a collaborative team environment.
Assist the Project Manager in planning, organizing, directing, and controlling construction activities from start to finish in accordance with approved schedules and budgets;
Provide guidance to project staff and assist with day-to-day site and project operations;
Assist in developing detailed project schedules with milestones; continuously monitor trade progress and update schedules against baseline;
Ensure project schedules are accurate, maintained, and submitted on time;
Prepare tender packages and write detailed scopes of work specific to project drawings and specifications;
Analyze bids, prepare bid recaps, and support the Project Manager in contract awards;
Assist with the development of construction management plans, including organizing utility disconnects and securing site offices;
Support procurement of long-lead items to ensure timely delivery;
Coordinate and manage architects, engineers, and consultants to ensure completeness and coordination of design documents, schedules, and construction plans;
Act as a liaison between construction sites and various CentreCourt office teams to ensure activities meet scheduled deadlines;
Perform regular construction field reviews to support project coordination and issue resolution;
Prepare monthly project progress and status reports, including updated budgets, accurate cost-to-complete forecasts, and schedule comparisons to baseline;
Review and co-approve progress draws and general invoices in coordination with the Project Manager;
Investigate and analyze all extras and credits to contract; maintain extra/credit logs and prepare Change Orders for execution and approval;
Assist in ensuring Site Superintendents are maintaining quality of workmanship that meets or exceeds CentreCourt standards;
Conduct periodic on-site inspections to verify work complies with drawings, specifications, quality standards, and schedule requirements;
Provide recommendations for corrective actions or process improvements when required;
Ensure all activities are completed on schedule, including obtaining IFC drawings, building permits, and confirming availability of all required services (hydro, gas, water, telecommunications)
Assist with coordinating all City inspections, approvals, and Tarion occupancy requirements;
Ensure suite construction inspection and deficiency rectification programs are implemented and completed prior to PDI;
Assist with managing the condominium common element process and Performance Audits, ensuring deficiencies are corrected within required timelines;
Assist the Site Superintendent in implementing, managing, and enforcing health and safety programs in accordance with legislative and CentreCourt requirements;
The Ideal Candidate
University or college degree in Engineering, Architecture, Construction Management, or a related field;
2–3 years of experience in high-rise residential development; experience completing at least two high-rise residential projects in Ontario is considered an asset;
Working knowledge of construction methodologies, scheduling, and basic cost control;
Proficient in Microsoft Office, Microsoft Project, and Excel;
Strong organizational, communication, and time-management skills;
Demonstrated ability or aptitude in analyzing site plans, building drawings, suite layouts, and other technical documentation;
Ability to work effectively under pressure in a deadline-driven environment;
Exceptional verbal and written communication skills and a collaborative, team-oriented mindset.
