Job Dimensions:
The Project Coordinator (PCO) is a member of the project management team who supports Project Managers/Superintendents by completing administrative tasks, assisting with technical/financial tracking, completing project communication under the oversight of the Project Manager, developing quality control requirements, and completing many tasks which contribute to the successful completion of the project.
The Project Coordinator position is responsible for assisting the project execution team with planning, organizing, and managing full cycle project execution, from start-up, execution, through to close-out of the project.
The main duties of a Project Coordinator (in an assistant capacity) are developing, maintaining, and adjusting project schedules to meet Tybo Schedule Adherence requirements, managing the project budget to meet Tybo Budget Adherence requirements. The Project Coordinator (under the direction of the Project Manager) will assist in progress invoicing as per contract. The Project Coordinator is responsible or recording costs, and project administrative requirements. Assisting in change management, submittals, tracking, request for information and job costing all contribute to the administrative responsibilities of the Project Coordinator. Refer to career progression table for more information.
Position Objective within the Organization:
Main Objective: To successfully contribute to Tybo’s success in achieving 100% budget and schedule adherence for projects.
Focus on financial and project management elements of project execution from start to finish. Maximize revenue and minimize cost. Contribute to the successful financial health of the job, proactive project management, planning and scheduling, developing, and maintaining positive client relations and supporting Tybo forces. Contribute to the overall successful management of project deliverables and complete projects on time, on budget, as per contract, with quality and safety.
Manage to the contract and build to design.
Career Progression:
The Project Coordinator is a junior entry level project management position. At the end of the 36-month duration, the Project Coordinator may be assessed to further their career to the position of Project Manager 1.
Prior to moving up (career progression), an assessment will be completed by a senior position (Project Manager 3 or above) within the department to determine eligibility.
Eligibility for advancement:
· Worker is competent and qualified as a Project Manager 1.
· Positive attitude and commitment to team, project, and company success.
· Displays leadership, planning, budget, and schedule adherence knowledge and experience.
· Worker wishes to advance their career.
· A position is available in the job category.
Requirements and Training:
Position Requirements
· Minimum high school diploma and 5 years related project management experience and/or training; or equivalent combination of education and experience in civil construction.
· Civil Technology or Construction Management diploma considered an asset.
· Experience in estimating civil and earthworks projects, specifically with Heavy Bid software.
· Project management training/certification considered as asset. (CAPM or PMP)
· Proficiency with construction drawings, MS Office Applications (Microsoft Excel and Project).
· Experience in the construction of civil earthworks, road/street construction, underground utility installation, excavation, and general civil operations.
· Ability to read and interpret drawings, specifications, and contract documents.
· Understanding of burn rate (hourly work costs), productivity, and revenue, and how to proactively manage project budget. (Budget Adherence).
· Demonstrated commitment to completion of projects on a timely basis (Schedule Adherence).
· Ability to accurately calculate figures and amounts to understand drawings, quantities, etc.
· Knowledge of and ability to construct work to meet the quality requirements of the project.
· Strong and concise verbal, written, (English) and organizational skills.
· Ability to pass pre-access drug and alcohol testing (project specific).
Minimum Training Requirements:
· Tybo U Courses
o Schedule Adherence
o Budget Adherence
o Other (future) PM courses
· Company/Project Specific Orientation
· Microsoft Office – Basic
· Microsoft Excel
· Microsoft Project
· Heavy Job (HCSS)
· CN/CP erail (project specific)
· PSSP (Hydro – project specific)
· WHMIS
· MMCD Contract Administration Training
Accountabilities:
Top 6 Priorities:
1. Assist in the management of the project budget. (Budget Adherence)
2. Assist in the management of the project schedule. (Schedule Adherence)
3. Assist in the management of Change. (Change orders and scope creep)
4. Assist in the management of the contract. (Reporting, cost tracking, general administrative)
5. Assist in planning the work, communicating the plan, managing the plan, and measuring the plan.
6. Assist and work with the project execution team to manage the project as follows:
· On Budget
· On Schedule
· To Specification
General Accountabilities:
· Assists the Project Manager and Superintendent with overall project performance including cost, schedule, safety, and quality.
· Assists in overall construction coordination, planning and identifying potential risks and resolving field technical issues.
· Performs quantity takeoffs and coordinates field survey for monthly progress and reporting.
· Assists with change management and change order process, including pricing, processing, and assessing cost and schedule impact.
· Manage the day-to-day administrative and technical requirements of the project. (RFI’s, Submittals, Logs, Permits, Owner Meetings and Reporting, etc.)
· Coordinates shop drawings, approvals and delivery of materials and structures with the Project Manager and Superintendent.
· Administers quality requirements for the construction of the work. This includes providing the project execution team with the correct specifications, drawings, and requirements.
· Completes Quality Control/Assurance audits and inspections. Communicate proactively with the field crews to ensure work is being installed to specification and design.
· Assists with project administration of reporting, job cost tracking and progress invoicing.
· Assists with overall project closeout, including archiving documents, maintenance, and warranty.
· Identifies and assists in resolving field technical issues.
· Thorough understanding of the project requirements (Scope), specifications, and contractual obligations.
· Thorough understanding of cost summary, productivities, schedule, resource requirements and budget.
· Measure the work for payment and archives backup documents and information to support payment.
· Thorough understanding of how Tybo is getting paid for the work, prior to work start.
· Understanding and ability to interpret Heavy Bid - Cost and Crew Summary’s and measure production at the workface.
· Periodically, inspect work for compliance with quality standards for the project.
· Ensure materials and quantity measurements are completed and recorded accurately and consistently.
· Manage the day-to-day administrative and technical requirements of the project. (RFI’s, Submittals, Logs, Permits, Owner meetings and reporting, etc.)
· Manage administrative tasks of contractual and commercial agreements of suppliers and sub-contractors.
· Focus on Operational Excellence. (Budget, Schedule, Productivity, Quality and Safety.)
Responsibilities:
Quality and Safety:
· Assist in the research and development of quality specification(s) and Inspection and Test Plan (ITP) for the project.
· Support the Project Quality Control Plan. Assist to ensure it is performed, documented, and submitted as required to the client in a timely and efficient manner.
· Periodically, inspect/audit installed work to ensure compliance with quality specifications.
· Assist the Superintendent with the completion of Non-Conformance Reports. Complete any re-work productively and efficiently. Track re-work costs in Heavy Job.
· Ensure that As-Builts are being completed, recorded, and filed during the progress of the work.
· Work with Safety Department and Superintendent to develop Project Specific Safety Plan and/or project safety requirements.
· Understand and promote COR and its key factors of health and safety including training, observing, recording, reporting, retraining.
Job Start Up and Close Out:
Assist the project execution team as follows:
· Complete project information (contract, reports, drawings, tender, etc.) review. Determine “Wins or Losses.”
· Setup of project budget. (Accounting system and Heavy Job).
· Review Subs and Suppliers quotes and costs.
· Review Purchase Orders completed by the Pre-Con department and ensured that sub-contracts are in place, as per Tybo policy prior to start of work.
· Generate Master Project Schedule.
· Review budget and schedule with Superintendent.
· Review of drawings and start up binder with Superintendent, prior to start of work.
· Generate, communicate, and manage a master deficiency list with client and project team. Control the list and scope creep for deficiencies.
· Ensure that project substantial and final completion certificates are completed as soon as possible.
· Ensure that As-builts are complete, are recorded and filed.
· Ensure that close out documentation is complete. This includes any quality check sheets, mill certs, density reports, etc.
General Day-to-Day Activities:
· Daily responsibility to ensure safety, quality, and environmental standards are being followed and maintained through each phase of construction.
· Maintain a daily diary covering all phases of the project pertaining to progress, delays, lost time, daily field changes, conditions or situations encountered which may affect the performance of present or future work.
· Establish a thorough knowledge of plans and specifications, work schedules, production targets and procedures pertaining to changes, extra work, and claims and costing.
· Assist Superintendents in the interpretation of plans and specifications.
· Field contract administration of subcontracts including confirmation of payment quantities.
· Preparation of daily AWA, EWO and/or T&M billing.
· Completion of quantity take-offs and purchase requisitions.
· Conducting time studies of production by crews and equipment.
· Responsible for coordinating field surveys and layouts.
· Acts as the point of contact between office, site, and vendors regarding project materials, arranging vendor deliveries to the construction site.
· Oversee loading and unloading of goods; inspect and verify incoming materials against invoices and other documents, record shortages, damages, or discrepancies.
· Create and maintain thorough project documentation.
· Track and document project costs and communication.
· Assist with the updating and management of schedule. Review and discuss with PM/Superintendent to ensure schedule adherence.
· Assist with change and risk management as directed by the Project Manager.
· Assist with the completion of progress billing as per contract and Tybo requirements.
· Assist with job costing to determine the financial health of the project monthly.
· Assist with the management of PO’s and sub-contacts based on financial and scope change.
· Ensure that the work is being measured to facilitate proper billing and that documented evidence concerning quantity is recorded and filed.
· Assist in the completion of estimates for Change Orders and gain approval from Tybo Chief Estimator prior to submission to client.
· Manage and track long lead items and ensure that suppliers are delivering as per specification and design.
· Provide information and inspection to support that the work is being installed and/or constructed as per design and specifications. (QA/QC).
· Keep drawing revisions and contract documentation up to date and provide to Superintendent and field staff when changes are made.
· Generate and compile any project closeout information required to support substantial and final completion.
The Project Coordinator position will adhere, participate, and encourage Operational Excellence. Operational Excellence is reflective of the following:
Operational Excellence:
Job Type: Full-time
Pay: $70,000.00-$90,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- RRSP match
Flexible language requirement:
Schedule:
Ability to commute/relocate:
- Langley, BC: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Are you located in the Vancouver area?
Experience:
- Construction Project Coordination: 2 years (required)
Work Location: In person
Expected start date: 2024-11-05
