Project Management Assistant - Vancouver, Canada - The City of Vancouver

The City of Vancouver

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID:40288

Organization

Located on the traditional, ancestral and unceded lands of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation.

Vancouver consistently ranks as one of the world's most liveable cities and is working towards being the greenest city in the world.

Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Project Management Assistant provides project management support to the management of building information and activities related to the facility information systems and databases, Building Condition Assessments (BCA), Capital Maintenance Planning, and building handover programs and processes in the Real Estate, Environment and Facilities Management (REFM) department.

Facility information systems include the AssetPlanner capital planning system, various SAP modules (including Real Estate, Plant Maintenance, and Project Systems), and departmental databases and building related records and documents.

The BCA program is an annual program involving third party visual assessments to document the condition of building elements within a portfolio of over 600 City of Vancouver buildings.

The outcomes of the BCA program help develop the annual capital maintenance program.

The Project Management Assistant will be responsible for coordinating the consultant teams, liaising with a large range of stakeholders, City of Vancouver staff and other service delivery partners to ensure the efficient and effective sustainment of the programs.

Under the guidance of the Facilities Asset Manager and Business Analysis, this position ensures the ongoing accuracy (quantity and condition) of the building inventory, building systems within the portfolio database, and core building records within corporately supported systems.

The Project Management Assistant will also make recommendations to the Facilities Asset Manager and Business Analysis on improvements to processes, procedures, tools or training to better meet business and stakeholder needs.

Specific Duties and Responsibilities
Supports the Facilities Asset Management team in the following:

Creates and maintains project planning and execution documentation that may have operational and financial implications (e.g. project plans, status reports and risk registers)
Tracks critical project milestones and follows up with accountable stakeholders to ensure outcomes are delivered.
Coordinates project team and stakeholder meetings and deliverables arising from them, documents and tracks actions and decisions arising from project meetings
Creates and presents projectrelated content, often of a technical nature, to project team members, department stakeholders and senior executives
Acts as a "super user" of the asset management software and ensures the ongoing accuracy of the inventory of building systems within the portfolio database.
Highlights potential risks and issues related to timeline, budget or quality and makes recommendations to the Asset Manager on modifications to scope, processes, training, or tools used to support assessment outcomes to accommodate changing organisation needs.
Tracks key project benchmarks and KPIs internally and externally to determine project performance.
Develops, maintains, and supports documentation processes for projects, facility records, and facility information, and maintenance of facilities data in departmental data systems and records.
Conducts strategic analysis of projectrelated topics (e.g. external benchmarking, leading practices research, survey analysis).
Supports the management of the BCA program including planning and scheduling of assessments, conducting site visits and orientations, reviewing and approving deliverables, monitoring project budget, schedule and scope, and coordinating and engaging various stakeholders.
Supports other projects and initiatives in Facilities Sustainment and REFM as assigned.

Qualifications

Education and Experience:

University degree or an equivalent combination of education, training or experience
Several years' experience working on projects and in a team environment
Formal training in project management methodologies, preferably consistent with those provided by PMI (Project Management Institute), considered an asset
Experience working in a municipal setting considered an asset
Supervisory experience is considered and asset
Education and experience in the field of building science (architecture, engineering or equivalent) or data