Position Summary
The Project Coordinator, Construction is responsible for full construction administrative duties as well as small tenant construction and/or repair requests as assigned by the Director, Construction to ensure smooth and efficient operation in accordance with internal and external stakeholder expectations. This position will require an overall understanding of general construction project management processes, commercial construction practices, site experience, tenant /owner's affairs and construction accounting knowledge.
Responsibilities
Construction & Accounting Administration
- Review all construction invoices for compliance with the Construction Act; compile supporting documents; and process via Yardi P2P.
- Create contract purchase orders in Yardi.
- Process and create new Project Number requests.
- Create new Jobs in Construction Manager and maintain accurate and consistent files and documentation.
- Gather, record and distribute/circulate construction approval forms (CAF), contractual and supporting documents for review and approvals during the design and execution phases.
- Gather start-up and close out documents for records and circulation as required.
- Assist with monthly construction accruals for review by Director, Construction and Property Manager.
- Prepare biweekly report ahead of the internal construction team meetings and monthly capex recap.
- Prepare and circulate meeting minutes as required.
- Proactively coordinate project-related issues and follow up with outstanding items identified at construction meetings in a timely manner.
- Overseeing vendors in the operating system, including onboarding new vendors and updating or maintaining existing vendor records.
- Create chargeback invoices for tenant-related work
- Draft Letters of Intent, Service Agreements, and CCDC 2 contracts on behalf of Project Managers. Responsibilities include confirming the correct Owner is identified, reviewing contract documents for completeness and accuracy, standardizing correspondence, ensuring all required backup documentation is included, and coordinating internal and external approvals.
- Engage consultants/contractors as required to obtain fee proposals/quotes on the project manager, Crown and/or the client's behalf.
- Prepared the complete tender package, including all front-end documents.
- Schedule and oversee construction activities, including tenant coordination.
- Attend site meetings as required to provide updates on status of work.
- Provide day-to-day administrative support to Project Managers and Director, Construction.
- Occasionally manage small overflow construction projects.
General
- Support and uphold Crown’s Health & Safety policies, procedures, and standards in all projects and day to day tasks.
- Collaborate with department heads to communicate and coordinate any operational impacts resulting from construction, maintenance, or project work throughout the project.
- Manage and coordinate special projects on behalf of the Construction Department, as assigned.
Perform other duties as assigned.
Education & Experience Requirements
- Post-secondary education with an emphasis on Construction Management, Architecture, Engineering, Construction Project Management or related discipline.
- 2-3 years of experience supporting the construction department/division in the delivery of development projects or related work experience
- Knowledge of construction methods and practices, architectural, M&E and structural drawings, furniture and space planning concepts, building codes, technical requirements for business relocation required.
- Intermediate to advanced knowledge of Microsoft Office Suite
- Accounting or finance experience is an asset
- Familiarity with construction software including Yardi Construction Manager.
- Familiarity with BlueBeam Revu is an asset.
- Knowledge of budget preparation and tracking
What We’re Looking For
- A detail-oriented and organized individual who can keep construction administration moving
- Someone who takes ownership of follow-through, deadlines, and accuracy.
- An individual who effectively assesses issues, identifies root causes, and implements practical solutions to resolve problems in a timely manner.
- A practical problem-solver who can investigate discrepancies, identify next steps, and escalate at the right time.
- A clear communicator who can work with contractors, vendors, Operations, Accounting, Leasing, and property leadership.
- Someone who demonstrates initiative in identifying solutions, leveraging available resources, and adapting quickly when faced with new or unexpected challenges.
- Someone comfortable supervising day-to-day administrative work while knowing when an issue needs manager involvement.
Why Join Crown?
- Base Salary: $60,000 - $70,000 CAD per year based on experience and qualifications
- Eligibility for discretionary annual performance bonus linked to individual, team, and company goals
- Comprehensive health benefits
- Pension matching program to support your long-term financial security
- Professional development and membership dues coverage
- This role is for an existing vacancy
About Us
Celebrating 25 years of growth, Crown is a leading real estate investment and management firm shaping the future of office spaces across Toronto, the GTA, and Ottawa. With over 10 million square feet under management and more than $3 billion in assets, we’re known for pairing smart investments with operational excellence, and for empowering our team to make a real impact every day. Our customer-first mindset means fast decision-making, strong relationships, and a hands-on approach that values initiative and fresh ideas.
Proudly recognized as one of Canada’s Top Small & Medium Employers, Greater Toronto’s Top Employers, and Canada’s Greenest Employers, Crown is committed to building exceptional workplaces in every sense. We foster an inclusive, collaborative culture where careers grow, voices are heard, and sustainability and innovation are more than buzzwords- they’re part of how we work. Join a team that’s passionate about delivering outstanding experiences and creating lasting value for our tenants, clients, communities - and for you.
Accommodations
Crown is committed to providing reasonable accommodation to candidates with disabilities throughout the recruitment process and during employment, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources
Legal Disclaimers
Work Authorization | Applicants must be legally entitled to work in Canada at the time of application, and during their employment at Crown.
Third-Party Recruiters | Crown does not accept unsolicited resumes from recruitment agencies. Please do not submit resumes or candidate information without prior written agreement. We are not responsible for any fees related to unsolicited submissions.
Assessment / Artificial Intelligence | As part of our recruitment process, Crown may require candidates to complete behavioral assessments. Some elements of this process may involve the use of AI-driven tools to help us better understand your strengths and working style. These tools are designed to support fair and consistent evaluations and ensure the best possible fit for the role and our team. AI may be used as a supportive tool; however, final decisions are made by humans.
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