Job Description

POSITION SUMMARY:
SJHH seeks a motivated Project Coordinator with a positive attitude, strong problem-solving skills, and the ability to work independently and in a team. The Project Coordinator is responsible for supporting Redevelopment Project Managers with the successful planning, coordination, and execution of redevelopment projects that advance the hospital's mission, enhance patient care environments, and improve operational efficiency.
These assignments may include decanting, space planning related to moves, minor renovations, and other tasks aimed at meeting project goals such as timelines and budgets. By ensuring projects are delivered on time, within budget, and according to quality standards, the Project Coordinator directly contributes to the continual improvement of hospital facilities.
SJHH is recruiting a Project Coordinator who possesses the technical expertise, interpersonal abilities, and construction knowledge necessary to effectively support and deliver projects within the Redevelopment Department. The Project Coordinator may be assigned to independently manage smaller projects or tasks from concept to completion, depending on their scale and complexity.
Here's What You'll Do
The Project Coordinator role requires strong communication, leadership, ambition, drive, team management, and time management skills to effectively support projects and the team. A foundation and understanding of planning and construction will be an asset within this role.
Reporting to the Director, Redevelopment & Planning, the Project Coordinator provides day-to-day support to the Project Managers within the Planning & Development team. The Project Coordinator will support the team through all planning stages noted below:

• Early Planning
• Preliminary Design Development (Schematic Design)
• Contract Document Development (Design Development)
• Implementation/Construction/Commissioning
• Occupancy
• Relocation/Move Planning
• Project Close Out
• Post Occupancy

QUALIFICATIONS:

• Post-secondary undergraduate degree or 3 year college diploma from a recognized university or college is required. Education in interior design, architecture, architectural technology, engineering, or building sciences would be considered a strong asset.
• 1-3 years related experience considered an asset.
• Health care facility experience, an asset, but not required.
• PMP certification or CAPM program completion is an asset.
• Strong communication, leadership, ambition, drive, team, and time management skills to support projects and teams.
• Understanding of construction contract law, standard design agreements, and project management procedures for facilities work is advantageous.
• Demonstrated knowledge in planning, design, construction, maintenance, or renovation projects. A strong understanding of building systems and their influence on building elements is considered an asset.
• Proficiency in Microsoft Office applications, including Microsoft Project (schedules), and proficiency in Excel, Word and PowerPoint.
• Proficiency in AutoCAD, BIM, Revit, SketchUp, Bluebeam, and/or other design-studio applications.

RESPONSIBILITIES:

• Coordinates scheduling and planning meetings with department representatives, consultants, and necessary team members, ensuring seamless communication and effective allocation of resources across all project stages.
• Provides comprehensive technical and administrative support to the Project Manager, assisting with the initiation, planning, execution, monitoring, and closing of projects. This includes preparing project charters, maintaining project schedules, updating Gantt charts, and tracking milestones and deliverables as directed.
• Maintains working relationships among all stakeholders, contractors, consultants, and others involved in projects, actively facilitating cross-functional collaboration to address project challenges and capitalize on opportunities.
• Coordinates the review and evaluation of user-supplied information to ensure documents are complete, accurate, and reflect departmental requirements. Supports the Project Manager in synthesizing stakeholder feedback and integrating it into project documentation and processes.
• Assists in the development and issuance of RFPs, RFTs, and RFQs for consultants, contractors, and other vendors as project needs require. Ensures all procurement documentation is compliant with organizational and regulatory standards, and tracks submissions and responses.
• Initiates quotation requests as directed by the Project Manager and coordinates pre-bid meetings, site visits, or technical briefings to clarify project scope and requirements for potential vendors.
• Supports the Project Manager with contractor orientation, kick-off meetings, site meetings, and document management. Ensures that contractors have all required documentation, permits, and approvals before work commences, and assists with the ongoing administration of contract compliance.
• Acts as a liaison with contractors, consultants, and building authorities during construction, facilitating timely resolution of technical queries, change requests, and site issues.
• Organizes and manages project-related documents following established document control and filing procedures, including version control, secure storage, and confidential handling of sensitive information. Compiles as-built documentation and prepares project archives.
• Ensures all project documentation is kept up to date throughout the project lifecycle and prepared for archiving and knowledge transfer upon completion.
• Monitors compliance with the Occupational Health and Safety Act and IPAC measures, conducting site audits, tracking incident reports, and ensuring corrective actions are followed up in collaboration with the Project Manager.
• Participates in site inspections, chairs project and site meetings as needed, and prepares detailed minutes and action logs to ensure accountability and follow-through.
• Observes selected tests and inspections conducted by contractors, documents results, and provides technical summaries to the Project Manager for review.
• Collaborates with the Project Manager to coordinate activities related to building services, such as planned shutdowns, notices to occupants, and management of service interruptions, ensuring minimal disruption to operations.
• Supports the Project Manager in coordinating equipment, furniture, and move planning, engaging stakeholders, and organizing logistics for the delivery and installation of assets, as well as coordinating IT, security, and facility access requirements.
• Assists with project budget development and financial tracking, including updating the budget tracker, processing invoices, maintaining supporting documentation, and flagging variances to the Project Manager for timely resolution. Initiates and tracks procurement requisitions, ensuring timely approval and delivery of materials and services.
• May independently manage minor projects depending on their size and complexity, reporting progress and issues to the Project Manager or Project Director as required. Engages in project risk assessment and mitigation planning for these assignments.
• Liaises with other teams and committees at SJHH as needed, representing project interests, communicating updates, and soliciting feedback to align project objectives with organizational strategy.
• In all tasks, the Project Coordinator's primary role is to act as a technical and administrative extension of the Project Manager, ensuring that all project requirements are executed efficiently, accurately, and in compliance with internal controls and industry standards.
• Perform space audits across SJHH--Charlton, West 5th, King Campus, and SJHH offsite locations. Understanding Room Data Sheets is helpful for assessing existing conditions like finishes, electrical, and mechanical systems. Accurate documentation supports future planning.
• Conduct furniture audits to identify items for reuse in new capital projects, including measuring and space planning, and coordinate moves for redevelopment.
• Update as-built drawings based on findings from space audits.

Skills Required