Sr. Project Coordinator, Contracts And Customer Care

POSITION: SR. PROJECT COORDINATOR, CONTRACTS AND CUSTOMER CARE

Type of Position

Full-time Permanent

Position Overview

The role of the Senior Project Coordinator, Contracts and Customer Care is responsible for managing all contracts and compliance functions associated with trade tenders. This position supports drafting, reviewing, and implementing contracts with the clients, suppliers, and other stakeholders. The Senior Project Coordinator, Contracts and Customer Care will manage work across various departments within the company and liaises with the clients regarding closing date, status of construction, customers, upgrades and trades confirmations.

Key Functions & Duties

Contracts and Permits

• Assist the Director of Construction by managing daily administrative support with the primary responsibility of managing and maintaining the flow of files and documents (manual and digital).

• Maintain close and effective working relationships with the Director of Construction, architectural department, sales and marketing department, lawyers’ office, sub- contractors, suppliers, sales offices, architects, accountants, and homeowners (clients) to maintain the growth of company and resolve any issues at hand via phone, online or in person. Maintaining security and client service at a high level.

• Ensure construction project files and documents are prepared prior to site start up, organized, shared, and logged. Complete this with a high level of accuracy and within required timeframes for various reports.

• Provide regular project status updates to the Director of Construction, Site Supervisors, sub-contractors, and sales offices.

• Manage general typing, filing, draft correspondence, faxing, issue purchase/service orders, order supplies, scheduled meetings, booking and preparing for minutes for meetings.

• Provide top notch service to clients, suppliers, and other stakeholders by responding professionally and with a sense of urgency and discretion when dealing with confidential information.

• Liaison between the construction/contracts department and the décor studio regarding site standards.

• Prepare final legal contracts for distribution to trades once awarded.

• Review and complete vendor scopes of work for new site tendering as per site specs and

• Director of Construction’s final approval.

• Obtain and compile budget pricing for new site launches and model homes.

• Work with the sub-trades and suppliers to get the most up to date and high-end products for standards and upgrades.

• Review and provide input to new site’s Schedule A1 standard feature and finishes sheet.

• Review all new site and model working drawings and site correspondence (acoustical report/subdivision agreement) prior to tendering to ensure scope of work accuracy.

• Compile and provide to Director of Construction tender pricing comparison prior to contract negotiation.

• Assemble tender package documents and send out to the bidding trades.

• Assign a due date and monitor each tender. Ensure trades submit bid on time.

• Review all tender submissions to ensure all items have been priced.

• Review with vendors to confirm all items from the scope of work were covered in their pricing.

• Obtain custom pricing from décor and sales as per the request submissions.

• Enter/amend contracts for our various sites.

• Review and approve all contract invoices.

• Providing support for customer service regarding upgrades, extras and trades.

• Fill out all the building permit applications.

• Collect all the documentation the city requires and prepare the permits submission. packages.

• Submit all packages to the city for building permit application approval.

Administrator, Customer Service and Tarion

• Assist in the set-up of the product catalogue and input pricing for the décor consultants for each new project in Newstar.

• Assist in maintaining NewStar with the current pricing on all décor extras, database, and inventory.

• Obtain custom pricing for the décor staff upon their request submission.

• Liaison between the trades, décor studio, construction team, and contracts department regarding any issues or questions they may have pertaining to customer extras.

• Send out the working drawings to the trades for them to price the model’s extras and to provide take offs.

• Assist in inputting all house areas and square footage for new projects models.

• Generate the upgraded purchase orders for the construction site and the trades.

• Trade allocation for all décor upgrades.

• Provide the construction site with the appropriate paperwork regarding the extras.

• Send the purchaser extras to the trade along with any floor plans and sketches.

• Assist in inputting all the costs that require to be paid to trades for all the purchasers extras.

• Invoice approval of all the purchaser extras and cost coding.

• Review décor selection packages or errors or missed selections.

• Prepare, update and track all closing dates as per Tarion guidelines and communicate.

with construction when closing dates are in jeopardy.

• The liaison to the customers regarding closing dates & status of construction.

• Send extension letters to purchasers when the closing dates need to be extended.

• Renew Tarion/HCRA enrollments/applications.

• Prepare and submit all new HCRA and Tarion applications for new sites prior to going to

sales.

• Enroll all the lots on the Tarion website.

• Assist Customer Service Department in resolving any Requests for Conciliation by

working with our sub-trades and on-site construction staff.

• Point of contact for any Homeowner enquiries pertaining to Sales, Closing Dates, or

• Construction from date of sale to closing of home. You will deal with or refer to the appropriate department once you assess the enquiry.

• Assist Customer Service Department with any homeowner complaints as required to

• ensure a positive experience.

• Prepare and send out start of construction letters to homeowners as per Tarion’s

guidelines.

• Assist in creating necessary CCP’s once the closing dates are finalized and prior to the

purchasers PDI.

Skills & Qualifications

• 5 plus years of relevant experience working with contracts.

• 15 plus years progressive procurement and contracts administration.

• Prior experience dealing with contract reviews and negotiation.

• Estimating experience is a strong asset.

• Experiencing contracting with government and regulated bodies.

• Strong interpersonal communication skills along with analytical and problem-solving abilities.

• Ability to multitask and adapt to a fast-paced environment.

• Proficient in Microsoft Office.

Please submit all qualified resumes to:

Matthew Laloggia

Modern Technical Staffing

[email protected]

905-477-3315 ext. 303

www.mtsrecruiting.com