Office Admin & Legal - North York

**** is one of Canada’s premiere real estate services companies managing a wide range of property types providing tenants and landlords with superior service and outstanding value. ******was ranked Canada’s 2nd largest apartment manager in Canada in June 2016 by Canadian Apartment Magazine and is currently managing over 18 million square feet with a value of over $2B. ***********. is currently seeking for a Senior Project Administrator – Project Management (Sr. PA – PM) to join our team. The Sr. PA – PM works under the direction of the General Manager. As a Sr. Project Administrator – Project Management, you will be accountable for monitoring the financial progress of projects and completing all accounting and file-related / project documentation activities from input of requisitions to reconciliation of capital funding. You will collaborate with internal stakeholders, architects, designers, general contractors, subcontractors and other business partners; take ownership of documentation on projects and liaise with project managers to ensure that project documents are accurate and maintained. As a member of the Project Management team, the successful candidate will be responsible for but not limited to the following: • Create and maintain spreadsheets for each project, including original budget, contract costs, progressive payments, materials, WSIB certificates, insurance, statutory declarations, hold back and hold back releases • Create, track, report and distribute various spreadsheets to the senior management team as required in aid of ongoing and potential projects • Create and maintain online files and project binders for each project startup, including correspondence, permits, construction processes and schedules, project commissioning and close out documentation • Enter and track all requests for payments on capital projects • Liaise with Accounts Payable, QC and vendors regarding any issues arising out of vendor invoices • Create/track change orders for the approval of the Project Manager, Sr. Executive • Participate in preparation and distribution of tender documentation, assist in tender openings and recommendations in cooperation with Project Manager • Provide back up and support for preparing contracts for signature on projects as well as preparing tender summaries • Ensure checklists are completed and forwarded to respective departments for all legal obligations • Create project Capex accounts, process purchase orders and payment releases, audit financial status and provide bi-weekly reports for cost tracking for Senior Management • Review incoming invoices against project files to determine if they can be approved for payment and prepare invoices for data entry ensuring legal requirements are met with statutory declarations, holdbacks and holdback releases • Liaise and reconcile financial documents with Procurement and Accounts Payable on capital funding accounts/projects • Create and maintain documents gained from contract vendors and internal operations for each project including tender summary reports, PO issuance, official contract documents, permits, WSIB certificates, insurance, MSDS electronic input in H&S data base, contract lists, schedules, security access, system shutdowns and tenant notifications as required • Support project managers with scheduling, coordination of document collection and maintenance • Collect and maintain project data and documents electronically including storage and organization of paper documents: Responsibilities include file documentation in project library, cataloguing and retrieval of records upon request • Issue change notice documents and verify protocol ensuring backup data requirements meet construction and internal policies and procedures • Inform and update internal operations in distribution of project close out documents, bi-weekly contractor and ad hoc on site reports • Uphold the highest standard of internal and external customer service at all times • Other assignments within the scope, spirit and purpose of the job as reasonable requested from time to time by management. Desired Skills and Experience To succeed in this role, the candidate must possess the following combination of education, experience and skills: • Equivalent to a Diploma in Accounting or a Construction related field of study • Minimum three (3) in an Engineering environment, Construction environment or other experience deemed acceptable • Knowledge of construction processes and terminology would be considered an asset • Big picture perspective with close attention to detail • Comfortable taking a leadership role among peers, other team members and stakeholders • Proficiency with word processing, spread-sheeting applications data base applications and industry related software applications • Proven experience managing multiple and various types of projects, priorities and deadlines • Strong interpersonal skills both verbal and written • Proven ability to effectively negotiate, influence and problem solve • Result-oriented and process driven, with high expectation of self and team • Ability to build and use an effective network of people inside and outside the organization to give and receive information and to accomplish work objectives • The ability to obtain WPS security clearance

Position Type Full Time
Application Deadline May 31, 2018
Experience Required N/A
Job Duration Permanent
Education Required N/A