Project Coordinator

Description:

The Project Coordinator position provides an exciting opportunity to deliver capital projects, on time and on budget, while meeting CHEO and client requirements. You must be self motivated, deadline oriented, builds effective relationships with colleagues and stakeholders. By assisting in the delivery of projects, you will coordinate the planning, design development, project budget development, implementation and evaluation of key facility projects and initiatives. The Project Coordinator will be responsible for working with key stakeholders to develop project plans, track deliverables, update project status reports on low and high complexity projects while assisting in scope definition, schedule and budget development. Being proactive and highly detailed, the incumbent will have demonstrated experience in project management coordination relative to the fields of architecture, design, mechanical and/or electrical disciplines, have excellent communication (both verbal and written) skill, as well as presentation and networking skills.

The Project Coordinator will report to the Senior Project Manager/ Project Manager and assist with the planning and execution of the end-to-end project delivery. You will be part of a project management team who will liase with various Hospital departments, Ministry of Health, City Building Department, vendors etc. to ensure project timelines, deliverables and budgets are met and, ultimately, leading to project success.

This is an exciting time to join CHEO. We are currently redeveloping the existing campus buildings to address code compliances while renewing major infrastructures. Some of our projects include: Sprinkler system implementation program, AHU Asset renewals, building envelope repairs and renewals, Deep Energy Initiatives, expansion and relocation of various departmental programs, Surgical Operating Room Renewals and the preparation of One Door for Care occupancy. In addition to some of these major capital projects, we also implement yearly capital expenditure programs such as VAV replacement program, upgrades to our cafeteria, implementation of a lighting upgrade program, and upgrades to our MRI suite and equipment.

JOB SUMMARY: 

Key Responsibilities:

Project Planning and Initiation:
Development of comprehensive project plans, including scope, budget, schedule, and resource allocation.
Assist PM in conducting risk assessment and develop risk registers in consultation with key project stakeholders.
Assist PM in coordinating with hospital leadership and department heads to align project goals with organizational objectives.
Project Execution:
Assist PM during all phases of project implementation, from feasibility, design and construction to commissioning, handover, operational readiness and move management.
Assist in management of project teams, including architects, engineers, contractors, and subcontractors.
Ensure compliance with all regulatory requirements, hospital policies, and safety standards.
Technical Aspects:
Utilize advanced project management software and tools to track progress and manage resources.
Understanding the mechanical, electrical, med-gas and other infrastructure elements at the hospital
Assist the PM with the integration of sustainable design principles and energy-efficient technologies in project execution.
Contractual Aspects:
Coordinate with CHEO procurement department for procurements of services and FF&E and participate in procurement posting activities, evaluations and award.
Development of scope of works and evaluation criteria in support of procurement activities.
Assist in Administration of standard contracts such as CCDC, OAA and CHEO service agreements etc.
Assist the PM in addressing any contractual disputes or issues promptly and effectively.
Budget and Change Management:
Monitor project budgets and control costs to prevent overruns.
Track expenditures, ensuring financial accountability.
Undertake the tracking, review and implementation of change management.
Stakeholder Communication:
Serve as the primary point of contact for project stakeholders, including hospital staff, and external stakeholders.
Provide regular updates on project status, addressing any issues or concerns promptly.
Facilitate effective communication and collaboration among project team members.
Quality and Performance Monitoring:
Implement quality control measures to ensure project deliverables meet specified standards.
Conduct regular site inspections and audits to monitor progress and compliance.
Address any deviations from project plans and implement corrective actions as needed.
Reporting Aspects:
Prepare detailed project reports, including progress updates, financial summaries, and risk assessments.
Oversee maintenance of comprehensive project documentation, including contracts, reports, and records.
Ensure all project documentation is accurate, up-to-date, and accessible.
Utilize reporting tools and software to generate real-time data and insights for stakeholders.

QUALIFICATIONS:

Bachelor's degree in Engineering, Architecture, or a related field OR a combination of Post secondary education experience in the field, and relevant construction projects delivery experience (Essential)
CAPM (Certified Associate in Project Management) certification or equivalent (Preferred).
Minimum of 3 years of experience in project management, with a focus on construction project delivery. (Essential)
Ability to manage multiple projects simultaneously and work effectively under pressure. (Essential)
Criminal Record Check (Essential)
Excellent interpersonal and professional communication with internal and external colleagues and stakeholders (Essential)
Strengths in public speaking and giving demonstrations (Preferred)
Excellent organizational skills (Essential)
Excellent MS Office Skills (Essential)
Computer proficiency in MS Project (Preferred)
Proficiency in project management software and tools. (Essential)
Strong analytical and problem-solving abilities. (Essential)
Ability to build and maintain positive relationships with diverse stakeholders. (Essential)
Commitment to delivering high-quality results and continuous improvement. (Essential)