Senior Project Coordinator (Calgary)

The Company

Synergy Group of Companies (SGC) is an integrated organization created to provide clients with all of their commercial construction, interior build-out, and real estate investment and development needs, which we accomplish through three core divisions: Commercial Buildings, Innerspaces, and SynVest.

Part of SGC’s Commercial Buildings division, Synergy Projects Ltd. (SPL) is an Alberta-based, full-service construction firm specializing in general construction, design-build, and construction management services. SPL is focused on the commercial construction market, including major and structural construction and tenant improvements, and has been in business for nearly 30 years as the original construction arm within SGC.

Job Title: Senior Project Coordinator, Synergy Projects Ltd. 

Reports to: Construction Manager, Project Manager

Job Type: Full-time, Permanent

Summary of Position

This position is responsible for working with the project team towards the timely coordination of workflow regarding construction projects including preparation and distribution of documentation, communication with trades and suppliers, and support of Project Managers.

Duties and Responsibilities

Administrative Tasks/Document Control

  • Oversee and ensure adequate administrative support to the project.

  • Delegate and review preparation and implementation of project directories as required for each project.

  • Ensure electronic filing is completed on an ongoing basis and is current as per Synergy standards on all platforms.

  • Review the maintenance of internal logs and documentation, including contracts, subcontracts, submittals, issues, changes, permits, utilities, RFIs, closeout documents and other construction documentation as required.

  • Oversee and ensure the maintenance of accurate and concise records in Synergy’s project management software and system.

  • Ensure project files are complete and accurate during construction and for project archive purposes and project storage.

Project Coordination/Management

  • Ensure fulfillment of contractual obligations of project stakeholders regarding documentation. Includes issuance of subcontracts, project purchases, confirmation of WCB clearance and insurance coverage. Coordinate the management of the various CCDC, ACA and owner contracts.

  • Oversee the management of project coordinators and document controllers, the gathering and management of submittals from trades and suppliers, their verification for accuracy, the preparation of Operation and Maintenance Manuals, as-built drawings, and other items as required.

  • Manage/oversee procurement and purchasing for the project, including subcontractor and supplier scope agreements.

  • Assist in the preparation of construction project budget and change order estimates.

  • Assist with proposals and estimating projects when required, and for related changes to the project scope.

  • Thoroughly review project plans, specifications, and estimates to aid in establishing project execution plans.

  • Assist in the preparation and management of Synergy’s quality control plan.

  • Create, monitor, and maintain the project schedule.

  • Apply for permits, temporary and permanent utilities, and underground services as required.

  • Support the project team with cost control and project accounting requirements including progress claims, subcontractor invoicing, project forecasting, project labour and productivity reviews, material and equipment cost allocations and budgeting.

  • Attend project meetings; prepare meeting minutes and additional correspondence as required.

  • Manage/oversee project closeout.

Client Relationships

  • Maximize client satisfaction on all projects.

  • Assist in setting and managing client expectations and ensures these are understood by the project team.

  • Display a professional image and approach with clients, consultants, suppliers and subcontractors.

  • Assist in developing a strong client relationship resulting in additional future business or add-on business to project.

  • Continually seeks opportunities to increase customer satisfaction and deepen client relationships, with the goal of obtaining a written reference on every project.

  • Ensure project team members are acting in accordance with SPL’s expectations with respect to client management. Make corrections when necessary and ensure Construction Manager is informed of any client-related issues.

  • Manage or support management of relationships and issues with subcontractors and clients.

Communication

  • Under the guidance of the Construction Manager, liaise and communicate with all project stakeholders to facilitate progress of projects.

  • Lead or delegate project-related communications on behalf of SPL.

  • Prepare and oversee preparation of progress reports and communications for clients.

  • Follow-up regarding issues and changes, processing of submittals and coordination of drawings and other items as assigned by Project Managers.

  • Proactively participates in discussions, asks questions, checks for understanding, provides

    explanation clearly and precisely.

  • Probes and listens carefully, presents information clearly and in the appropriate style, makes

    technical information clear, and encourages others in straightforward situations.

  • Adapts information style to the audience, explains difficult information clearly with sensitivity and tact, elicits comments and feedback, and consistently establishes consensus towards agreement.

Other Duties & Responsibilities

  • Attend internal special events and assist in organization as needed.

  • Participate in industry/external/community events, with promotion of Synergy Projects encouraged.

  • Organize temporary construction services and manage as required.

  • Support on-site operations and provide site information management as required.

  • Share experience and knowledge with others; offer mentoring and guidance.

  • Support marketing and estimating teams as required regarding maintenance of FTP site, preparation of bid documents and proposal submissions, and distribution of tender documents and drawings.

  • Adhere to all Synergy Projects policies and procedures.

  • Commitment to continuous improvement and learning about construction processes and systems.

  • Consistently demonstrate, promote and exemplify Synergy’s Core Values (Safety, Integrity, Never Stand Still, Relationships Matter, Committed).

  • Other duties as assigned.

Health & Safety

  • Ensure implementation of the established safety policies with all Site Superintendents.

  • Maintain the highest standards of safety performance on project sites.

  • Participate in Construction Hazard Assessments (CHAs).

  • Must attend one Safety Meeting quarterly and complete one Safety Manager Inspection monthly with Project Site Superintendent(s) to review safety conditions and general safety polices.

  • Ensure all subcontractors submit a site-specific safety plan for their projects.

  • Manage accountability within the SPL team and subcontractors as it relates to SPL’s Project-Specific Safety Plan and Policies.

  • Inform and draw support from the Construction Manager and SPL Safety team when required.

Decisions & Authority

  • This position is responsible to manage his/her workflow within the agreed-upon deadlines.

  • Senior Project Coordinator is responsible for assisting in all aspects of projects including coordination, scheduling, quality, budgeting, trade management, and customer satisfaction.

  • This position does not have any direct reports.

Qualifications Required

  • Minimum 5 years of progressive construction experience in a Project Coordinator role.

  • Post-secondary education in construction engineering technology, civil engineering, construction administration, or similar equivalent education preferred.

  • Experience on a construction site is an asset.

Knowledge, Skills and Abilities

  • Previous experience in the construction industry.

  • Intermediate to advanced computer skills including Microsoft Office and Excel.

  • Knowledge of web applications; Viewpoint Project Management Software, MS Project, or other scheduling software.

  • Highly developed organizational and time management skills with the ability to multitask.

  • Strong verbal and written communication skills.

  • Able to work as part of a team and perform work independently with little supervision.

  • Presents professional image to external suppliers and clients.

  • Understanding of contracts, construction contract types, and project administration processes.

  • Attention to detail and a high level of accuracy.

  • Safety is a core value; training including ACSA WHMIS, CSTS is a requirement.

Working Conditions

  • This position may require extended periods of computer work including reviewing text on a computer screen, typing, and using a mouse.

  • Work is required to be completed within deadlines; therefore overtime may be required.

  • As travel to sites is required, a valid driver’s license and access to an appropriate vehicle is required.

  • Duties and tasks at site take place in potentially hazardous conditions including but not limited to walking, climbing, and lifting. Work duties may be inside or outdoors and therefore are subject to the working conditions of the construction site. As such, all PPE requirements must be followed.

Schedule

  • 8-hour shift

  • Monday to Friday

Benefits and Perks

  • Competitive compensation and benefits

    • Benefits include Extended Health Care, Dental Care, Employee Assistance Program, and Life Insurance

  • Group RRSP matching

  • Paid time off

  • Share program eligibility after one year of service

  • Social events such as bowling, Christmas parties, family BBQs, golf tournaments, and more —the list goes on!

  • Professional development and training opportunities

  • Mentorship and continuous learning

  • A dynamic and growth-oriented workplace

 
 
SGC Marketing