Maintenance Services Project Coordinator

Description

• Generates/assembles specifications and Requests for Qualifications (RFQs) to support various projects. Compiles data for preparing estimates during the contract process. Monitors contractor activity and contract cost to support projects.
• Provides support for each project team. Prioritizes work based on the needs of the department and the organization. Ensures efficient coordination of resources and activities.
• Works closely with those responsible for capital program by researching, forecasting, analyzing, extracting, tracking, reviewing and consolidating costs vs. estimates for major projects. Provides data analysis support for capital project expenditures. Transfers/corrects costs as designated to ensure representation of costs for projects are accurate.
• Establishes and maintains communication with user departments, vendors, contractors, the general public and other businesses in order to facilitate completion of work objectives. Researches and provides spoken and written information to management, staff and team members via telephone, email and face-to-face communications. Responds to and resolves customer inquiries and complaints with customer satisfaction in mind.
• Provides historical and current data and project timelines to develop forecasts for capital project expenditures.
• Manages day-to-day budget tracking, maintenance and project activities, such as issue tracking and risk mitigation, facilitating project team meetings (with various groups) and preparing/delivering status reports, using MS Project Schedule, computerized maintenance management system, or similar software. Meets with appropriate project team members to review progress project forecasts and schedules. Attends progress/project review meetings.
• Assists in the management of departmental assets. Develops short- and long- term maintenance plans. Schedules maintenance activities for the department. Coordinates maintenance work with other departments. Makes recommendations for improving the maintenance program. Develops, revises and/or reviews maintenance planning and performance reports.
• Develops and maintains department and project schedule details, documentation, timeline and resources, based on input from Department Management. Assists in the creation of the scope of work for projects and creates project plans. Integrates verbal and numerical information to create reports that are understood by a wide variety of audiences and to estimate staffing and resource needs. Assists in resource/project scheduling.
• Initiates purchases to support each project and the department. Prepares and monitors spending to ensure purchases are according to guidelines and within approved departmental budget allowance. Coordinates receiving and necessary stock items with storeroom.

Requirements

• Candidate must possess an associate degree or equivalent in Business Administration, Engineering Technology or a closely related field or equivalent. Bachelor’s degree preferred.
• Candidate must possess excellent oral and written communication skills, as well as a superior commitment to high quality service and the ability to successfully build and sustain positive and collaborative working relationships with a broad range of stakeholders, contractors, community, government personnel and customers.
• Candidate must possess attention to detail, organizational skills, time management to prioritize workloads based on available resources and time constraints and multi-tasking skills to work on multiple tasks simultaneously are required. Negotiation, facilitation, team building and conflict resolution skills are required to work with a diverse group, resolve questions/processes/ concerns and achieve high quality output on schedule are also required. Must be proficient in Microsoft Office Excel and Word software. Proficiency in MS Project is preferred but not required.
• Candidate must possess the ability to read, interpret and write RFQs and specifications, project schedules, project plans and input from others and the ability to effectively initiate and manage contracts through to completion on time and on budget. Ability to analyze data, reports and information, using historical and current data and project timelines to develop forecasts for capital project expenditures is required.
• Candidate must possess basic working knowledge of project management skills and software.
• Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance