Project Coordinator - Victoria, Canada - Legislative Assembly of BC

Description

POSITION DESCRIPTION

Position Title Project Coordinator
Classification Grid Level 24

Department Precinct Services
Position # CP5002

Reports to Manager, Capital Planning and Development
Date Updated March 2023


PROGRAM AND STRUCTURE

Legislative Assembly staff provide non-partisan services to the institution of Parliament and its elected members in the areas of procedural advice, administrative support and information services.

The Legislative
Assembly is an autonomous employer, separate from the administrative framework of government ministries and agencies, which operates under the authority of the _Constitution Act_ and the _Legislative _

• Assembly Management Committee Act_.

DEPARTMENT SUMMARY
Precinct Services is responsible for a variety of services in support of the Legislative Precinct buildings and grounds. Primary services include long-term capital planning and infrastructure development, facilities and property management services, and food services.

Precinct Services is also responsible for the provision of oversight, training, and support to Legislative Assembly departments in the areas of procurement, contract management and business continuity planning.

***Under the general supervision of the Manager, Capital Planning and Development, the Project
Coordinator is responsible for coordinating a variety of capital infrastructure projects.

Projects range from small to large and are primarily focused on the long-term asset maintenance, rehabilitation, upgrades, heritage restoration, construction, environmental remediation, renovation, and redevelopment of the BC Legislative Precinct.

The Project Coordinator is expected to complete assigned projects on time and within budget, using a combination of in-house and external consultants or contractors as resources.

The Project Coordinator is responsible for the oversight and effective management of assigned projects from initiation through to successful completion and will serve as the project lead and first point of contact for consultants, contractors, and vendors.

KEY RESPONSIBILITIES

• Plans, organizes, inspects, monitors, and evaluates assigned projects from start to finish according to schedule, specifications, and budget. Projects may involve multiple program areas and/or cross

- program initiatives with other departments, including multi-phased projects.

• Coordinates contractor activities with both internal and external stakeholders, ensures that activities are planned to minimize disruptions to operations, and ensures that project activities are clearly communicated and stakeholder expectations are being met.
• Works closely and collaboratively with stakeholders to ensure timely coordination and communication of project expectations, activity status and scheduling.
• Meets with contractors to discuss work progress and resolve problems or conflicts, and ensures remedial action is taken if necessary.

Legislative Assembly Job Description Page 1 of 3
Project Coordinator

• Participates and collaborates with other stakeholders and team members on a variety of projects, including procurement activities, planning of work, scheduling, etc., and provides backup support to team members, as required.
• Reviews and comments on all project and Invitations for Tender drawings, and ensures all documentation is uploaded electronically.
• Supports and collaborates with departmental teams to develop tender documentation, ensuring tender documentation is correctly filed, distributed, supported, defined, and meets procurement requirements.
• Assists in review of tender proposals, reviews expected outcomes to ensure proposals meets project/program requirements, ensures timelines and deliverables are within scope, ensures mandatory supplier requirements are met and vendors have completed the required qualified vendor approval documentation.
• Monitors projects by completing regular walkthroughs and inspections to ensure that standards, specifications, and timelines are being met, including regular inspections and control over project construction.
• Recommends, implements, and manages project changes to achieve project outputs by seeking the necessary approvals and coordinating change orders, contemplated change notices, and following up on status of site instructions as required.
• Updates project reports, including photos and written notes.
• Manages the risk of each project and ensures all safety aspects have been identified, and ensures the contractor required safety job plans have been submitted and reviewed to ensure safety of the work area(s) is maintained.
• Performs other related duties as required within scope of work.

OTHER FACTORS

LEADERSHIP/SUPERVISORY

DECISION MAKING/INDEPENDENCE

• Responsible for reviewing all contemplated change notices or change orders and making recommendations whether to proceed including identifying impacts of change orders, both to schedule and the budget.

**RESPONSIBIL