About the Toronto Cricket Skating and Curling Club: As a family-oriented private Club, our mission is to be a Great Club for our members by delivering exceptional experiences, inspired by our warm and welcoming culture. Our vision is to be the private athletic and social club of choice in Toronto. We value Sportsmanship and Camaraderie, Heritage and Respect, Excellence and Innovation, Wellness and Fun. Located in North Toronto, the Club consists of more than 4,000 members, with a strong presence in the local social and sporting community.
We are entering an exciting period of renewal through the implementation of a comprehensive Master Plan and significant capital investment program. This multi-year initiative will enhance member experiences, modernize Club facilities, and help shape the future of the Club for generations to come.
We are seeking an organized, enthusiastic, and detail-oriented Coordinator, Master Plan & Capital Projects (6 months' contract) to support a diverse portfolio of planning, design, construction, and facility improvement projects. This is an excellent opportunity for an early-career project professional who is looking to gain hands-on experience working alongside architects, engineers, contractors, consultants, and senior leadership while contributing to meaningful projects that impact thousands of members.
Key Responsibilities
Project Coordination & Administration
- Support the Director of Facilities in coordinating Master Plan initiatives and capital projects from planning through project close-out
- Assist in the development and maintenance of project schedules, action item logs, decision logs, and project status reports
- Organize project meetings, prepare agendas, record meeting minutes, and track follow-up actions
- Coordinate project logistics, site visits, stakeholder meetings, and consultant presentations
- Maintain continuity of project documentation and communication during the Director of Facilities' absence and escalate urgent matters in accordance with established Club procedures
- Support special projects, seasonal initiatives, and departmental priorities as assigned
Document Control & Reporting
- Maintain accurate, organized, and up-to-date project documentation, including contracts, correspondence, drawings, specifications, and meeting minutes
- Assist in coordinating construction administration activites, including RFIs, submittals, and project documentation
- Coordinate the distribution and collection of project documents between consultants, contractors, vendors, and Club stakeholders
- Prepare project summaries, dashboards, reports, and presentations for management, committees, and the Board as required
- Ensure all project files are maintained in accordance with Club policies and established document management procedures
Procurement & Vendor Coordination
- Obtain and evaluate quotations for project-related goods and services
- Coordinate procurement activities, including purchase requests, vendor communications, and contract documentation
- Assist in tracking project budgets, commitments, invoices, change orders, and forecast expenditures
- Liaise with consultants, contractors, suppliers, and service providers to monitor deliverables and timelines
- Support tendering, request for proposal (RFP), and contractor selection processes as required
Construction & Site Coordination
- Conduct regular site visits to observe project progress and document field conditions
- Assist in identifying and documenting project issues, conflicts, omissions, or coordination concerns and communicate them to the appropriate project team members
- Monitor contractor compliance with Club standards, approved project requirements, safety expectations, and operational constraints
- Support efforts to minimize disruption to Club operations, programs, events, and member activities during construction work
- Coordinate and maintain photographic records of project progress
Project Close-Out
- Coordinate the collection and organization of project close-out documentation, including warranties, operating manuals, as-built drawings, maintenance information, and training records
- Verify that required project documentation has been received and properly filed prior to project completion
- Assist with deficiency tracking and completion activities
- Support project turnover to Club operating departments
Operational & Stakeholder Support
- Serve as a liaison between Club departments, consultants, contractors, vendors, and other project stakeholders
- Assist in preparing member notices, project communications, presentations, and informational materials
- Support health and safety, compliance, and operational improvement initiatives within the Facilities Department
- Maintain confidentiality when handling contractual, financial, governance, and project-related information
- Contribute to continuous improvement initiatives and maintain current knowledge of industry best practices, project management principles, and relevant technologies
Job Requirement
- Diploma or degree in Project Management, Construction Management, Engineering Technology, Architectural Technology, or a related discipline
- 1-2 years of experience supporting capital projects, construction projects, or project coordination activities
- Experience working with consultants, contractors, and vendors is considered an asset. Experience within a private club, hospitality, recreation, institutional, or member-focused environment is considered an asset
- Excellent verbal and written communication skills
- Strong organizational and time-management abilities
- Ability to manage multiple priorities and deadlines simultaneously
- High attention to detail and accuracy
- Strong analytical and problem-solving skills
- Ability to work independently while contributing effectively to a team environment
- Professionalism, discretion, and sound judgment
- Commitment to high-quality member service and stakeholder relationships
Remarks: possibility to extend after 6 months' contract expiry
Toronto Cricket Skating & Curling Club is an equal opportunity employer and committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation during any stage of the recruitment process, please notify Human Resources (hr@torontocricketclub.com) and they will ensure the necessary steps are taken to accommodate your needs.
As part of the recruitment process, the Club uses AI-assisted tools to help screen and rank applications; however, all candidates are reviewed by our hiring team before any hiring decisions are made.
