Senior Project Coordinator, PF&R – ED&C

Role Overview

• Coordinates a team of client representatives, contractors, consultants and other intra and interdivisional stakeholders, to implement projects.
• Projects include new construction, major renovations, rehabilitation and alterations to parks and recreation assets, with a strong emphasis on landscape architecture.
• Participates in the Development Review process, meeting deadlines and participating in meetings with applicants related to parkland dedication.
• Verifies and prepares project scope including confirmation of the program requirements with client and stakeholders.
• Prepares Request for Proposals, Request for Quotations and Tender Documents for consultant and contractor selection.
• Evaluates proposals and construction tender documents, conducts consultant interviews and makes recommendations for award to Purchasing and Material Management Division for Bid Committee, and/or Council approval.
• Prepares reports for consideration by Standing Committees and City Council.
• Facilitates project related meetings and liaises with client representatives, project partners, Advisory Boards, stakeholders and Councillors providing relevant expertise, experience, information and analysis.
• Prepares detailed budget estimates and monitors expenses against approved budgets in order to remain on budget.
• Reviews and approves all payments, progress draws, and project related expenditures against budgets for assigned projects.
• Represents the Division in securing approvals from various authorities having jurisdiction, regulating and government bodies including federal, provincial and municipal governments, to enable assigned projects to proceed, i.e. site plan approvals, rezoning, permits, Committee of Adjustment.
• Acts as liaison and maintains a close and effective working relationship between contractors, consultants, suppliers, other partners (e.g. developers, CreateTO, Waterfront Toronto) and building inspectors with respect to all site construction and warranty Periods.
• Approves consultant design solutions and directs design process as well as preparing initial design material.
• Prepares prequalification documents to ensure that qualified bidders are obtained to meet the Corporation's accepted standards.
• Develops and maintains accurate records of development and budget on all assigned projects.
• Prepares detailed and timely reports, records, schedules, monthly status reports, initiates correction of deficiencies, warranty items as required.
• Responds to bidder enquiries, prepares addenda, and conducts bidder's site meetings.
• Assists in the resolution of delay claims and disputes that may arise through the execution of construction activities in the event of disputes and litigation.
• Gives direction to the consultants in the preparation of specifications and tender documents; edits reports and project documents for approved projects.
• Coordinates all project documentation, including correspondence from landscape architects, engineers, building inspectors, contractors and sub-contractors.
• Monitors conditions of assets to ensure that repairs and rehabilitation takes place in a timely and economic fashion to maximize life span for the asset.
• Represents the City and Division at site meetings and on various technical committees including staff and stakeholders.
• Ensures compliance with corporate building and maintenance standards such as, Leadership in Environmental Design (LEED), Green Development Guidelines, Shade Guidelines Accessibility Design Guidelines to protect and enhance Corporate and Division’s interests.
• Identifies best practices and opportunities for improvement in service delivery.
• Develops technical and design policies, e.g. resiliency, energy management, facilities and parks management.
• Provides advice, guidance and technical assistance in the development of energy management, construction and renovation programs on parks and buildings, such as, preventative maintenance, energy conservation, parks and ecological management issues.
• Inspects, monitors and supervises work in progress by contractors and Divisional staff ensuring that all work is executed in accordance with relevant legislation and approved project drawings and specifications.
• Negotiates with community stakeholders, contractors, consultants, developers, other City Divisions, and elected officials.
• Prepares and represents the Corporation and gives evidence at a Court of Discovery and/or Judicial Hearing.
• Monitors all construction projects as they relate to Health and Safety regulations and maintains records on infractions and accidents in the event of litigation.
• Maintains current knowledge of municipal policy and research activities and project management techniques and methodologies.
• Interviews manufacturers and suppliers, conducts research on issues such as new materials, construction techniques and procedures, to ensure that consultant and contractors proposals are suitable and satisfactory for the Division's requirements.
• Reviews, recommends and approves acceptance/changes to working drawings and specifications for assigned projects.
• Investigates and recommends action to be taken pertaining to certificates of payments, change orders and site instructions for assigned projects.
• Reviews and approves all preliminary drawings, tender drawings and specifications relating to all aspects of assigned projects.
• Liaises with the Legal Division on matters relating to the Construction Lien Act, construction bonds, insurance, real estate, contracts and legal agreements.
• Leads and coordinates project assistants and support staff to ensure project delivery.
• Advises on work plan development, project budgets considering needs for community and indigenous engagement and attends project related engagement and community consultations as needed.

Requirements

• Degree or diploma program at a community college or university in one of the following disciplines: landscape architecture, architecture, urban design, or an equivalent combination of education and experience.
• Extensive project management experience in the areas of recreation facility construction and/or park/landscape architectural projects, including the on-site experience in the management of new construction and the renovation of existing assets, as well as experience and knowledge with construction contract administration.
• Experience in preparing construction budgets and business cases in capital submissions.
• Experience reading and interpreting site plans, landscape, architectural, mechanical, electrical and structural drawings and specifications.
• Must have access to a vehicle for site visits.
• Eligibility for membership in the Ontario Association of Landscape Architects (OALA) – (Full membership preferred).
• A thorough knowledge of energy management as it relates to the building and landscape construction business for recreational facilities and other recreational and parks amenities including methods and materials, project scheduling and any other related activities.
• Excellent communication, presentation and interpersonal skills in order to deal professionally and effectively with staff, political representatives, consultants, contractors and the public, orally and in writing.
• An ability to effectively organize and coordinate construction project assistants.
• An ability to provide senior management with appropriate timely reports.
• Self-motivated, detail-oriented, and strong time management skills to prioritize and meet workload deadlines.
• Ability to be flexible, responsive, critical and able to demonstrate new ways to adapt to changing projects and planning.
• Ability to present and explain complex technical information to a non-technical audience.
• High proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.), project management software and other web-based computer applications (CAD, mapping, presentation graphics, etc.).
• Creative problem-solving skills to find innovative solutions to complex technical problems, have an aptitude for negotiation, and enjoys a transaction-based environment.
• Working knowledge of the City’s TADG and AODA Guidelines and other relevant codes and regulations.
• Demonstrated extensive knowledge and application of the Occupational Health and safety Act including knowledge of asbestos, silica, confined space, shoring and related legislation.