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project coordinator

Job Description

• Implements project management, operational, administrative, record keeping, tracking, and other systems, as required, to support organizational and project needs.
• Receives and analyzes for processing a variety of documents from external and internal sources, including planning and program development proposals, design documents, correspondence, contractor bids and submissions, financial records, cross charges, invoices, and other related material.
• Undertakes various research and sourcing assignments related to the project; creates reports and presents material and data as required.
• Uses recognized project management practices to manage projects and resources.
• Tracks, monitors, and follows up on due dates and deadlines related to planning and project management activities.
• Recommends courses of action and offers informed opinions to customer groups, consultants, and other stakeholders.
• Organizes, supports, and participates in all planning meetings with the programming and design team, architects, engineers, and consultants; including scheduling and action item follow-up.
• Communicates, verbally and in writing with internal and external stakeholders to request and provide information.
• Works with planning consultants to develop and coordinate AV related space and facility planning requirements.
• Develops and maintains effective and professional working relationships with internal and external contacts and clients.
• Maintains high and professional levels of tact, discretion, and confidentiality; ensures security of confidential documents and correspondence.
• Processes, maintains and tracks financial documents, ensuring compliance with and adherence to Institute policies and procedures.
• Works on a wide range of planning and coordinating activities with consultants and stakeholders.
• Works within guidelines established by the project office ensuring appropriate record keeping and filing systems are in place.
• Develops schedules and coordinates the work of tradespeople, consultants and project teams employed in providing services to BCIT while ensuring compliance to AV-set quality, budget and schedule.
• Initiates tender calls (Request for Proposal & Request for Information), reviews tenders, and confirms proper functioning and delivery of all AV systems prior to the release of holdback funds.
• Coordinates reviews and prepares estimates for projects as required and provides general assistance in the preparation of budgets, and related matters. Works with project team in Facilities and Campus Development and stakeholders to ensure project compliance with BCIT and departmental guidelines and as-built documentation.
• Reviews project scope, drawings, materials and labor; monitors the project schedule and budgets for compliance and ensures that all documentation is in place for the proper management of the projects, including all approvals, payments, change orders and financial commitments.
• Prepares designs, specifications and estimates for new or renovated campus facilities and maintains appropriate records related to audiovisual equipment and general and network infrastructure systems.
• Provides an advisory service to BCIT schools and departments on AV-related equipment, design, and installations.
• Assists in establishing appropriate audiovisual standards (teaching equipment, digital signage, television infrastructure etc.) for new construction or renovations of BCIT facilities.
• Works under the general direction of the Director, Media Technology Services and within relevant BCIT policies and guidelines; works independently, occasionally requiring consultation with IT specialist or Network specialist
• Develops and maintains knowledge of, and adheres to, BCIT policies and procedures, as appropriate.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade of this position.

• Grade 12 plus 2 years’ post-secondary education (i.e., a diploma of technology), including courses in audio-visual, facilities planning and project management, plus one additional year of courses/training in subjects such as AV networking, business administration, accounting, and/or conflict management.

• Certified Technology Specialist (CTS).

• Two years’ general experience plus up to four years of current practical experience in a similar position and working environment. Project and office management experience with a basic understanding of relevant electrical codes and CSA standards.

• Intermediate to advanced proficiency with MS Office products. Knowledge of and proficiency with file storage systems, project management software, AV related control/management systems, email and the internet.

• Clear and concise written and verbal communication skills along with exceptional listening skills. Proven ability to build effective working relationships.

• Excellent administrative skills, including problem solving and strict attention to detail. Must be self-directed, with the ability to work independently with a high level of initiative. Proven ability to lead teams and work effectively with others at a project planning level.

• Proven ability to use high levels of tact and diplomacy, exercise sound judgement, and maintain confidentiality. Demonstrated knowledge and application of conflict management/resolution skills in the workplace.

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

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