Job Description
As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements to support better work-life balance for our employees.
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.
Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.
Reporting to the Capital Works Program Manager and working closely with the Project Management team, the Project Coordinator is responsible for both project management and administrative support associated with managing the Capital Works portfolio of Public Housing units. The Coordinator provides all capital maintenance support services associated with the preparation, co-ordination and scheduling of the tendering processes, as well as day to day purchase order management for service contracts. This position also manages some small to medium-risk internal projects.
- Diploma in Construction, Project Management, Business Administration, Office Administration, Accounting or another related field
- A diploma or degree in Construction, Business Administration, Project Management is preferred
- At least 3 years’ experience in project coordination, contract administration, operations or administration in a similar environment
- At least 5 years’ experience project coordination, contract administration, operations or administration in a similar environment is preferred
- At least 5 years’ related experience in a public housing and/or municipal environment is preferred
- Demonstrated proficiency in project coordination of small to medium construction projects
- Sound knowledge of relevant acts (i.e. WSIB, Construction Lien Act, Occupational Health & Safety Act) and housing legislation
- Ability to provide clarification on the scope of work for construction projects
- Knowledge of Yardi property management software, VFA capital/asset management software, and PeopleSoft Financials, or other similar/relevant software is preferred
- Proficient in Microsoft Office Suite, including Microsoft Word and Excel
- Coordinates project schedules, schedules workshops, and invites correct attendees, coordinates facilities, and manages resources needed to execute project deliverables.
- Assists with preparation of documents defining project scope, goals and deliverables
- Assists with preparation of quote/tender documents incorporating specifications and drawings provided by the Capital Works Manager and Project Managers
- Ensures compliance with applicable tendering practices and purchasing policies (i.e. ensuring tender package includes front-end contracts, bid and legal forms, proof of insurance and other necessary documentation)
- Prepares the design layout for all public and invitational tender advertisements (Biddingo, NCA, NRH Website)
- Posts and provides contractors with Addendums for changes to project scopes and contractor clarifications
- Maintains and communicates project documentation which includes tracking receipt of Performance and Labour & Materials Securities, payment certificates, insurances, Notice of Project, Permits and work schedule
- Independently manages small to medium-risk contracts ensuring compliance to requirements and adherence to budget and schedules, health & safety requirements, and ensure follow up with discipline letters when necessary.
- Responds to general enquiries from contractors, staff and residents regarding tender documents, bidding procedures, notices, and payments
- Administers and coordinates tender review committee meetings
- Ensures project holdbacks and performance securities are released in a timely manner
- Ensures thorough documentation of meetings, notes, generates action items from meetings and distributes to assigned individuals
- Complies with the Occupational Health and Safety Act and relevant policies, procedures and practices
- Maintains Capital Works tracking sheet updating information as required (tender number, PO number, project #, contractor, amount of contract, etc.)
- Assists in developing high quality templates to standardize reporting, processes and administration of the project portfolio
- Ensures required documentation and records management practices are adhered to and align with legislative standards and expectations
- Follows up on assigned action items and track those to project closure
- Coordinates, schedules and delivers notices, including tenant notices, for unit renovations and inspections for capital works construction projects
- Prepares tender award committee minutes and coordinate meetings with NRH Board Members and NRH staff.
- Sets up new suppliers in Yardi and request set up in Peoplesoft
- Sets up new service contracts and contract orders in Yardi (day to day)
- Ensures high customer service levels are consistently met (return phone calls within 24 hours)
- Maintains strong relations with contractors, tenants and the department contacts
- Ensures compliance with the policies, procedures and practices developed by Niagara Regional Housing.
- Reviews invoices from suppliers and contractors to ensure all information required is valid.
- Ensures all capital invoices are matched to purchase orders and have the proper approval signatures before sending to the Region’s A/P Department
- Ensures all service contract invoices are matched to contracts and have the proper approval signatures before entering them in to Yardi for payment in PeopleSoft
- Enters holdback release requests in PeopleSoft ensuring proper backup/approvals are attached
- Assists with updating Asset Management software (VFA) with completed construction projects and setting up of new acquired assets (new development, new building purchases)
- Uploads quarterly utility payments from PeopleSoft to HSC to track consumption in our owned units and compare with other LHC’s
- Gathers data and prepares reports from VFA, UMP, PeopleSoft and Yardi as needed
Performs other related duties and responsibilities as assigned or required
- Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values.
- Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!
Let us know why you would be an excellent team member by submitting your online application.
We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.
If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:
- Email: myhr@niagararegion.ca
- Phone: 905-980-6000 or 1-800-263-7215
- Bell Relay: 1-800-855-0511
- In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department
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