Project Coordinator

POSITION PURPOSE

Role Specific

Provide administrative functions of both the cost and project management of construction projects from inception to completion.

KEY RESPONSIBILITIES/ACCOUNTABLIITIES:

• Assist the team with the preparation of Requests for Proposals, Scopes of Services, Client Requirements, Briefs, Return Fee Schedules, Outline Specifications including all supporting documentation 
• Manage and review open PO’s / Requisitions and close out open PO’s as required ensuring all filing and supporting documentation is saved correctly
• Assist the team in the preparation of all reports and any other items requested
• Aconex, Procore (or other platform) Administrator ensuring timely update and close out of RFI’s, workflows, instructions and correspondence 
• Administer and manage technical documentation submittals, review process and return to the supplier. This includes weekly processing / tracking updates such as checking status, reminders to the team and close out action administration.
• Administer and manage the tickets raised.This includes weekly processing / tracking updates such as checking status, reminders to the team and close out action administration.
• Manage all submitted documentation from suppliers, sub-contractors, principal contractors, consultants from the DMS platform (Aconex, Procore or other platform) onto the network storage. This includes following up these third parties for final project close out documentation (drawings, reports, models, calculations, etc) such as as-builts, O&Ms, etc.
• Maintain and update in a timely fashion all Project Registers – these will include all Contract Administration matters such as Notices of Disputes, Variations, EOT, Memo of Proposed Change (MPC) and any other ones prepared by the project team
• Establish and manage administration protocols with support and guidance from the team.
• Assist with the preparation of progress claims and payment certificates for both contractors, vendors and consultants including appropriate filing and record keeping
• Provide communication point for other departments by being available to provide information and advice on administration matters.
• Ensure activities comply with Government Acts, statutory regulations and ethical standards.
• Ensure compliance with all record keeping requirements.
• Monitor the timely updating of all reports and management plans prepared by the team as may be required for any project.
• Establish and maintain supplier relationships to ensure value for money objectives are met.
• Work in conjunction with the team to ensure on time delivery of all goods and services, this will involved the maintaining of Procurement Tracker and order information including Vendor reports and the like.
• Assist in the creation and maintenance of legal and compliance documentation.
• Promote, encourage and assist the teams in implementing effective administration practices and policies.

QUALIFICATIONS, SKILLS & EXPERIENCE REQUIRED

• Degree or Diploma in Business, Quantity Surveying, Construction Management or Accounting preferable. 
• Minimum 2 years’ experience in a Contracts Administration or similar position.
• Proficient skills in the followingsoftware: MS suite of documents and Aconex.
• Strong communication skills (oral & written) including strong negotiation and influencing skills and the ability to establish effective working relationships with a variety of people at different levels both internally and externally.
• Demonstrated ability to work independently to organise and prioritise demands, handle multiple complex tasks simultaneously, set and meet deadlines and follow-through within a fast paced environment with multiple and competing demands