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Douglas College

Senior Capital Project Coordinator

Full Time
2 days ago
Position Details

Position Information

Position Title Senior Capital Project Coordinator Posting Number 01812SA Location New Westminster Campus Grade or Pay Level S - Pay Level 16 Salary Range $52,406 annually (with wage increments to a max of $59,966 annually). Salary and wage increments are in accordance to the Collective Agreement. Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 04/17/2023 End Date Day of the Week Mondays to Fridays Shift 8:30 - 4:30 Work Arrangements
This regular full-time (35 hours per week) position is available starting April 17, 2023. Regular hours of work are Monday to Friday, 8:30 am - 4:30 pm. Shift days and times may change depending on the Department's need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College (DC) is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered.

What Douglas Offers
DO what you love. Be good at it. That's how Douglas College defines a great career. It's a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC's Top Employers. We love what we do. And we're looking for passionate, motivated people to join us in making one of Canada's best colleges even better.
The Role
Reporting to the Manager, Campus Planning & Development, the Senior Capital Project Coordinator contributes to the success of Douglas College through the efficient coordination of major capital building, renovation and infrastructure projects, as well as supporting management in the development of short-, medium-, and long-term capital planning within the Facilities Services department. The Senior Capital Project Coordinator is a key member of the capital planning team at the college. Major areas of responsibility for this role include contractor site safety familiarization and documentation, project planning, research, development of specifications, communication, coordination, and implementation.


1. Project Coordination and Analysis

a. Plans, organizes, coordinates, project meetings and takes minutes.

b. Prepares and distributes minutes; independently follows up with stakeholders on action items.

c. Schedules meetings with internal (i.e., user groups) and external stakeholders to develop project plans enhancing and forwarding the college's best interests.

d. Ensures time-sensitive preparation and circulation of project documents.

e. Communicates with internal and external stakeholders, as directed by management to inform directions, milestones, and decisions guiding the project.

f. Researches, analyzes, and summarizes information for construction projects from a variety of data sources, institutions, either online or in-person.

g. Supports the Manager in bidding processes such as Tenders, Requests for Quotation ( RFQ ), Requests for Proposal ( RFP ), Requests for Information ( RFI ), and calls for Expressions of Interest in collaboration with the Manager of Supply Chain.

h. Enter purchase requisitions and work orders for projects into the enterprise resource planning tool.

i. Assists in the reviews of scope within the procurement documents for projects.

j. Coordinates and leads multiple overlapping project teams, scopes, schedules, and tasks, as assigned.

k. Accurately monitors and tracks project expenditures for project budgets.

l. Monitors the assigned projects and identifies and resolves discrepancies and escalates problems to the Manager as appropriate so that projects are completed on time, within allocated resources, and to agreed quality.

m. Actively manages workflow to ensure timely coordination for successful completion of assigned work amongst internal stakeholders, the design consultants, and construction contractors.

n. Reports promptly to Management observed instances of non-compliance with WorkSafe BC and College's Occupational Health and Safety policies, regulations, procedures, and other Authority Having Jurisdiction's codes and standards.

o. Coordinates the communication of the College's Contractor Safety program, policies, and expectations in writing and verbally to contractors by providing them with the necessary documents. Will obtain copies of insurance, WorkSafeBC letters and file completed safety forms.

p. Provides safety briefings.

q. Develops and maintains project records, project logs (RFIs/Changes/Submittals), and deficiency list.

r. Conducts and documents visual field inspections and reviews during and post-construction using a prescribed checklist or template.

2. Capital Planning

a. Formulates, develops, and prepares, with the designated Manager, draft planning budgets and capital requests from initial ideas via business planning and discussions.

b. Plans and, as needed, leads information and requirement gathering sessions with various college departments.

c. Compiles, analyzes and synthesizes requirements across various departments.

d. Review capital planning documents to find project savings, and operational efficiencies.

e. Contributes to the planning and creation of capital projects, timelines, communication plans, and implementation plans.

f. Prepares draft project charters for proposed capital projects.

g. Accurately maintains the college-wide Facilities Inventory System ( FIS ), Hazardous Materials Inventory Systems ( HMIS ), etc. in collaboration with appropriate college departments and consultants.

h. Files and accurately maintain floor plans, As-Built record drawings, and O&M manuals.

i. Supports the Manager in the development of high-level specifications, supplemented with college's pre-existing technical information.

j. Assists with the development of best practices to enhance the College's ability to deliver construction projects.

3. Administrative Services

a. Conducts research using As-Built record drawings, equipment manuals, and design ideas.

b. Sets up and maintains filing systems including electronic and hard copy files for all projects.

c. Drafts project updates for content to the Facilities Management webpage on the College's website and department's SharePoint as approved by the Manager.

d. Promotes the department by:

I. Communicating with members of the College community to enhance understanding and promote awareness of the service offerings (space planning, construction projects, facilities maintenance, etc.) roles and responsibilities of the department.

II. Participating in various meetings and strategy sessions to share best practices and make positive impact on College operations.

III . Representing Douglas College at events and activities, interacting with internal and external stakeholders to enhance the positive image of the College.

e. Attending a variety of operational meetings in support of the Manager.

f. Works with other Facilities-related software (AutoCAD, MS Project, CMMS , Wi-Fi clocks, etc.)

4. Perform other duties including, but not limited to:

a. Provides support to ensure business continuity and positive employer reputation in emergent and on-demand security, emergency, and occupational health and safety-related issues.
To Be Successful in this Role You Will Need
• Completion of an undergraduate degree, diploma, or certificates from a recognized post-secondary educational institution in a building technology program.

• 3-5 years direct work experience in coordinating construction and facilities capital projects.

• PMP (Project Management Professional) certification.

• Evidence of WorksafeBC Health & Safety training related to the job responsibilities.

• Excellent written and verbal communication skills combined with effective listening skills.

• Resourcefulness with ability to use ingenuity to provide creative solutions that meet or exceed internal client needs.

• Demonstrated interpersonal and conflict resolution skills working with various internal and external stakeholders.

• Punctuality and solid attention to detail with consistent follow-through.

• Demonstrated high level of tact and professional judgment.

• Solid organizational skills with demonstrated ability & judgement to prioritize work in a fast paced environment with competing priorities.

• Consistent independent decision-making ability in line with departmental and project goals.

• Excellent troubleshooting/problem-solving and analytical skills.

• Aptitude for learning and adhering to existing standardized policies, processes and procedures. Makes recommendations to management for process improvements.

• Aptitude for learning new technologies related to job responsibilities.

• Ability to work effectively both independently and collaboratively as part of a team.

• Demonstrated experience in project management methodology.

• Demonstrated experience and knowledge of industry terminology and definitions with large multi-functional capital projects with a technology component.

• Demonstrated financial skills with the tracking of project budgets using spreadsheets is required.
Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 03/16/2023 Close Date Open Until Filled Yes Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site []. Qualified internal applicants shall be given first consideration in filling the position. ALL INTERNAL APPLICATIONS MUST BE RECEIVED BY March 22, 2023. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
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