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project coordinator

Job Description

Job ID: 34450Job Category: Project ManagementDivision & Section: Corporate Real Estate Management, Asset Management & Building PerformanceWork Location: Metro Hall, 55 John StreetJob Type & Duration: Full-time, Temporary (24 months) vacancySalary: $93,500.00 - $119,274.00 yearlyShift Information: Monday to Friday, 35 hours per weekAffiliation: Non-UnionNumber of Positions Open: 1Posting Period: 20-Jul-2023 to 03-Aug-2023

• Coordinates asset management data collection activities and provides direction as required. Monitors work output and ensures data is consistent and reliable and results are achieved within specified time frames and budget restrictions.
• Creates, administers, and accurately maintains the asset inventory and asset management data for CREM building assets to support analysis and financial planning.
• Work on the continued implementation and ongoing regular updating of asset inventory, asset condition assessment data, risk assessment data, life cycle costing data, and integration of activity and costing data from the work management system, financial reporting systems, asset management software and other management tools.
• Prepares asset management data for loading into an asset management solution.
• Works with the Manager to define the project scope and develop project work plans for life cycle management activities.
• Creates and provides various asset management reports to support capital planning, decision making, and reporting.
• Monitors, evaluates and assists in the development of the Capital Budget for Corporate Real Estate Management (CREM) building assets.
• Implement and support the ongoing implementation and continuous improvements of the asset management strategy.
• Work with the Manager to implement tools and software that will allow for more advanced administration and analysis of the City's assets and asset management processes as part of continuous improvement.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Operates within divisional business and action plans for operations and practices, and assists where required in developing strategies/policies/programs/action plans, to achieve approved time frames and technical requirements.
• Identifies and recommends project options with short/medium/long term implementation periods.
• Provides project management and service initiative support to the Manager as well as will assisting with the development and maintenance of standard operating procedures, and workflows.
• Evaluate all continuous improvement activities and implements plans to optimize performance and processes.
• Works with the service lines within CREM to carry out the work tasks associated with projects and initiatives and various business performance measures.
• Makes recommendations to senior management with regards to service optimization and business process simplifications.
• Works with various city divisions by helping to assess their inventory of current, standards and business processes, and staffing levels for facility related services to help identify information gaps and opportunities for more efficient interdivisional coordination.
• Supports the various committees, Managers and program leads by organizing interdivisional working groups, setting agendas, documenting programs, reporting findings and business performance measures, and carrying out work tasks.
• Prepares and implements communication plans and material and training to meet divisional objectives and communications.
• Collects, analyzes, evaluates and interprets data/information, and reports on findings to develop recommendations for the purpose of improving efficiencies and effectiveness of program services and how they fit into business models and plans.
• Works with various governance bodies on finalizing the Terms of Reference and any Request for Proposals for approved consultant studies.
• Fosters and maintains cooperative working relationships on projects and initiatives among staff across CREM and City-Wide.
• Assesses the analysis and recommendations from corporate initiatives within CREM and its programs.

• Post-secondary education in architecture, facilities management, engineering, project management or another relevant professional discipline pertinent to the job function or the equivalent combination of education and/or experience.

• Considerable experience in life cycle asset management processes within a diverse multi-client portfolio with considerable knowledge of strategic asset management concepts and benefits.

• Considerable experience managing long term capital planning process specific to asset management including capital renewal, replacement and expansion costs.

• Experience applying project management principles and methodologies, developing and using project and change management tools, and tracking status.

• Extensive experience with a variety of software packages including MS Office (i.e. Word, Excel, Access, Visio and PowerPoint, MS Project)

• Experience working with SAP and other databases

• Demonstrated ability to review, interpret, develop and prepare process maps.

• Ability to conduct detailed and/or non-structured research or analysis with minimum supervision, within tight deadlines.

• Demonstrated analytical skills in managing, maintaining, assessing and reviewing data, standards and services to identify best practices and opportunities for improvements in service delivery.

• Demonstrated ability to gain buy-in and support from managers and senior staff on new approaches, change initiatives and implementation of best practices.

• Demonstrated ability to exercise judgement and discretion managing confidential information such as that pertaining to human resources matters and the transformation initiative, Council or senior staff.

• Asset Management Certification and/or Project Management Certification will be considered an asset

• Familiarity with ASTM E2018 and E1557 protocols is essential.

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