Job Description

• A fantastic opportunity to make a difference in the retirement community!
• Join a supportive team of driven, hardworking, and passionate individuals!
• Enjoy a highly competitive salary and a host of excellent Benefits & Perks
• Great Company Culture!

You.
You are not looking for a job, You are looking to contribute to something greater. You thrive on the opportunity to make a real difference in people\xe2\x80\x99s lives. This is reflected in your commitment to connecting with people and delivering results. A true self-starter, you take pride and ownership in what you do. Most importantly, you\xe2\x80\x99re a great team player!

Us.
What do you get when a team of experienced industry professionals combine their passion and decide it is time to raise the bar in the retirement living industry? You get V!VA Retirement Communities. At V!VA, we aren\xe2\x80\x99t about grand statements or lofty ideals. We are a group of Canadians committed to bringing the right mix of people together to inspire each other and deliver the highest standards of customer service and performance in the retirement living sector. At V!VA, we put people first. We are looking for just the right person who shares V!VA\xe2\x80\x99s mission \xe2\x80\x93 Making Today Great!

The Role.
This position will be responsible for contributing to the Planning, Design, Coordination, Construction, and Brand Standards Development and execution effort and is a critical link between both internal AND external stakeholders. The Design & Construction team is responsible for the design and coordination between divisions and construction of new build projects, as well as renovation projects in the current V!VA communities. The Coordinator, Construction will play a critical role in assisting in the coordination and administration of systems and processes which will enable the company to achieve both its long term real estate strategy as well as Brand growth.

Key Responsibilities:

The focus of the role will be on the administrative and organizational processes of the design, planning, development, coordination and construction function, to support the team and leadership decision making, particularly as it relates to efficient project execution, design brand standards, development and compliance, and reporting (status and financial) with the goal of supporting V!VA\xe2\x80\x99s strategic plan in the areas of new build construction and renovation projects.

• Provide Administrative Support in all construction related processes:
• File, store and maintain all project files and all documentation as necessary, physical and digital.
• Photocopying, ordering drawing prints, scanning, filing, receive and upload paperwork, hard copy reports and plans that arrive at HO (e.g. planning applications) etc.
• Assist with the flow of invoices and approvals.
• Support Project Manager / Director(s) in work flow tasks, e.g. print agreements to get signatures, calls couriers etc.
• Assist Project Manager / Director(s) with inputting data into scheduling software.

Document Management:

• Support Project Manager / Director(s) in coordinating all project drawings/specifications.
• Order drawings and maintain up to date office drawings
• Manage project database (update drawing list and distribute weekly).
• Assist with drawing and specification review
• Coordinate lighting/plumbing/hardware specification development.
• Coordinate plans and specifications - for example, low voltage, kitchen equipment etc.

Development + Pre-Construction Stage:

• Assist Director(s) in steering project(s) through development, design, permits and construction phases to deliver on time and within budget.
• Coordinate internal V!VA review and comments back to Architect and other consultants on drawings and specifications as required.
• Coordinate meetings, manage and maintain minutes

• Liaise with consultants as required, as directed by Director(s)/Project Manager
• Support Project Manager/Director(s) throughout building permit process and other permit processes as necessary.

Construction Stage:

• Update trade list
• Attend weekly or bi-weekly site meetings with project team, as directed by Project Manager/Director
• Organize, maintain logs and prioritize RFI\xe2\x80\x99s, Change Orders and submittals, includes tracking and ensure Project Manager and Director of Construction respond. Assist Project Manager /Director with project trade quote reviews and coordinate approvals with General Contractor
• Coordinating with supplier and subcontractors for pricing and scheduling, as directed by Project Manager/Director
• Fill out submittal, transmittal templates as required
• Issues Purchase Orders for any construction procurement required
• Assist with preparation of Project schedules
• Facilitate/manage draw down process related to Interior Design: receive, unpack and organize, compare against board and report back to Project Manager/Director.
• Update and maintain V!VA\xe2\x80\x99s brand standards document with team coordination and proper approvals
• Assist Project Manager/Director with sourcing alternate products.

Finance Support:

• Attend the General Contractors monthly project draw meetings, and coordinate all budget and draw changes, and assist with trade invoice approvals
• Assist Director of Finance with the development of and regular updates of each project\xe2\x80\x99s construction budget, including assisting Project Manager/Director with revised completion estimates
• Review invoices to ensure costs and quantities match what was ordered and delivered
• Assist with project accounting functions i.e. coding invoices, and track all invoices that have been verified by Project Manager.
• Assist in tracking and preparation of budgets
• Assist Construction and Finance team with spreadsheets, as requested.
• Other duties as required
• Responsibilities and essential functions may be modified at any time

Qualifications and Skills:

• Minimum 3 years\xe2\x80\x99 experience in a corporate office environment preferred.
• Post-secondary degree/diploma or combination of education and related experience in construction environment is preferred.
• Previous exposure to design documents, construction documents, and / or contracts would be an asset.

• Ability to read and understand drawings (architectural, mechanical, etc...]
• Industry knowledge of retirement community / hotel / design / construction / project management would be an asset.
• Proficiency with MS Project would be an asset.
• Advanced Microsoft skills proficiency (Word, Excel, PowerPoint).
• Articulate English verbal and written communication ability.
• Skilled at building mutually beneficial relationships (corporate partners, suppliers, owners, consultants).
• Diligent attention to detail, impeccable organization and multiple project coordination skills.
• Ability to thrive in a team-based environment.
• Ability to provide structure and consistency in a fluid, rapidly evolving, broad, and cross functional work environment.
• Highly self-empowered, motivated to learn.
• Successfully set priorities, take ownership of responsibilities and meet deadlines.
• Well organized structured thinker.
• Ability to anticipate problems and execute solutions \xe2\x80\x93 proactive problem solver.
• Ability to work under intense activity and pressure conditions.
• Ability to travel to job site as required

V!VA Retirement Communities welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Successful Applicants will be required to show proof of eligibility to work in Canada for the next 6 months.

V!VA Retirement works and operates in the vulnerable sector and the well-being of our community members and team members is important. For this reason, V!VA Retirement Communities requires all new team members are vaccinated for COVID-19.

Accommodation, including for those who cannot be vaccinated for COVID-19 due to religious or medical reasons, will be provided in accordance with V!VA Retirement\xe2\x80\x99s obligations under the Ontario Human Rights Code, as amended from time to time, and the Accessibility for Ontarians with Disabilities Act, as amended from time to time.

V!VA Retirement Communities