SENIOR PROJECT COORDINATOR PF&R & ED&C

Reporting to the Senior Project Manager, Asset and Energy Management, the Senior Project Coordinator will support the Asset Management, Environment and Energy Unit of Parks Forestry & Recreation. The successful candidate will help provide an organized and consistent approach to asset management capital project delivery and environmental stewardship while incorporating best practices, continuous improvement, and strategic initiatives that enhance City services.  

Major Responsibilities 

• Coordinates a team comprised of client representatives, contractors, consultants and other intra and interdivisional stakeholders, to implement building condition assessment projects for all facility asset categories within the PFR portfolio.
• Ensures that the execution of condition assessments align with operational, capital planning, programming and facility needs.
• Improves and develops condition assessment procurement documents to ensure scope of work reflect the growing complexity and needs of PFR assets.
• Verifies, validates and prepares project scope including confirmation of the program requirements with client and stakeholders.
• Assists in lifecycle analysis, budget forecasts, operational and maintenance development, capability and gap assessments, capital, and operating budget forecasting to roll out an asset management information system.
• Participates in project creation and capital planning using information and analysis obtained from condition assessments.
• Reviews condition assessments and follows up with consultants, contractors and/ or stakeholders to ensure completeness of information.  
• Undertakes site visits to validate the current conditions of assets.  
• Prepares project background materials to best guide and inform the delivery of Capital Projects.
• Facilitates and consults with operational units, other divisions, and departments as necessary, to build consensus for the strategies, technical solutions and decision-support tools developed by the Asset Management unit.
• Coordinates the development of decision frameworks, business processes and tools that incorporate capital and operating budget, prioritization, risk analysis, levels of service and life cycle costing.
• Conducts research and benchmark analysis on the latest capital planning, asset management trends (local and global) current processes/practices and software technological solutions.
• Prepares Request for Proposals, Request for Quotations and Tender Documents for consultant and contractor selection.
• Evaluates proposals and construction tender documents, conducts consultant interviews and makes recommendations for award to Purchasing and Material Management Division for Bid Award Panel, and/or Council approval.
• Prepares reports for consideration by Standing Committees and City Council.
• Facilitates project related meetings and liaises with client representatives, project partners, Advisory Boards, stakeholders and Councillors providing relevant expertise, experience, information and analysis.
• Prepares detailed construction budget estimates and monitors expenses against approved budgets to ensure projects remain on budget.
• Reviews and approves payments, progress draws, and project related expenditures against budgets.
• Provide support to the departmental budgeting process and long-range financial planning forecast.
• Represents the department in securing approvals from various regulatory authorities and governing bodies, including federal, provincial and municipal governments, to enable assigned projects to proceed, i.e. site plan approvals, rezoning, permits, Committee of Adjustment.
• Acts as liaison and maintains a close and effective working relationship between contractors, consultants, suppliers other partners
• Approves consultant design solutions and directs design process as well as preparing initial design material.
• Prepares prequalification documents to ensure that qualified bidders are obtained to meet the Corporation's standards.
• Develops and maintains accurate project records of development and budget on all assigned projects.
• Prepares detailed and timely reports, records, schedules, monthly status reports, initiates correction of deficiencies, warranty items as required.
• Responds to bidder enquiries, prepares addenda, and conducts bidder's site meetings.
• Assists in the resolution of claims and disputes that may arise through the execution of construction activities in the event of disputes and litigation.
• Gives direction to consultants in the preparation of specifications and tender documents; edits reports and project documents for approved projects.
• Coordinates all project documentation, including correspondence from architects, engineers, building inspectors, contractors and sub-contractors.
• Monitors conditions of all assets, including natural infrastructure, so that repairs and rehabilitation are planned in a timely and economic fashion to maximize life cycle of the asset.
• Represents the City and Division at site meetings and on various technical committees including staff and stakeholders, such as departmental asset management teams.
• Ensures compliance with corporate building and maintenance standards such as Transform TO Net Zero strategy, Leadership in Environmental Design (LEED), Accessibility Design Guidelines, Toronto Green Standards Tier II, Shade Guidelines to protect and enhance Corporate and Division's interests.
• Identifies best practices and opportunities for improvement in service delivery.
• Develops technical and design policies, e.g. facilities and parks management.
• Provides advice, guidance and technical assistance in the development of construction and renovation programs for parks and buildings, such as; preventative maintenance, energy conservation, parks and ecological management issues. This includes minimizing environmental impacts and disturbance and maximizing 'net benefit' restoration for area following asset construction/re-construction.
• Inspects, monitors and supervises work in progress by contractors and divisional staff ensuring that all work is executed in accordance with relevant legislation and approved project drawings and specifications.
• Negotiates with community stakeholders, contractors, consultants, other City Divisions, and elected officials.
• Prepares and represents the Corporation and gives evidence at a Court of Discovery and/or Judicial Hearing.
• Monitors construction projects as they relate to Health and Safety regulations and maintains records on infractions and accidents in the event of litigation.
• Maintains current knowledge of municipal policy and research activities and project management techniques and methodologies.
• Interviews manufacturers and suppliers, conducts research on issues such as new materials, construction techniques and procedures, to ensure that consultant and contractors proposals are suitable and satisfactory for the division's requirements.
• Reviews and approves preliminary drawings, tender drawings and specifications relating to all aspects of projects.
• Reviews, recommends and approves acceptance/changes to working drawings and specifications for projects.
• Investigates and recommends action to be taken pertaining to certificates of payments, change orders and site instructions.
• Liaises with the Legal Division on matters relating to the Construction Lien Act, construction bonds, insurance, real estate, contracts and legal agreements.
• Leads and coordinates project assistants and support staff to ensure efficient and effective project delivery.
• Attends project related community consultation.
• Reviews and ensures completeness of asset data, and resolving gap areas as needed.
• Responds to information requests. 

Key Qualifications: 

Your application must describe your qualifications as they relate to: 

1. Post-Secondary education in one of the following disciplines: architecture, engineering or building sciences, or an equivalent combination of education and experience.
2. Extensive project management experience in the areas of park, recreation facility construction and/or park/ecological restoration, engineering, landscape architectural and architectural projects, including experience in the management of new construction and the renovation of existing assets.
3. Experience in energy analysis and asset management concepts and benefits.
4. Experience in preparing construction budgets, grants and business case writing for capital submissions and asset management projects.
5. Experience reading and interpreting site plans, landscape, architectural, mechanical, electrical and structural drawings and specifications. 

You must also have: 

• Eligibility for membership in the Professional Engineers Ontario (PEO), Ontario Association of Architects (OAA), or Association of Architectural Technologists of Ontario (AATO)
• Knowledge in computerized information management systems, Geographic Information Systems, and database applications.
• Knowledge of the Ontario Building Code, National Fire Code, National Fire Protection Act, Accessibility for Ontarians with Disabilities Act, and other relevant codes and regulations.
• Knowledge of energy management as it relates to the building and landscape construction business for recreational facilities and other recreational and parks amenities including methods and materials, project scheduling and any other related activities.
• Excellent technical and project management skills.
• Ability to communicate complex subject matters in a timely and effective manner.
• Highly developed presentation and interpersonal skills, with the ability to communicate effectively at all levels of the organization and with elected officials, and the public.
• Knowledge and application of the Occupational Health and safety Act including knowledge of asbestos, silica, confined space, shoring and related legislation.
• A valid Ontario Driver's License, Class "G", and have the use of a personal vehicle for site visits, would be an asset
• Institute of Asset Management (IAM), PEMAC Certification or equivalent, and Project Management Professional (PMP) certification would be an asset.