Divisional Projects Coordinator

This temporary full-time position (approximately 19 months)will support the Development and Economic Services Division with the coordination of various aspects of major industrial projects in the County including but not limited to contract management support support in implementing software tools for the tracking of project milestones agreements correspondence administrative support and other related tasks required for the successful execution of the project.

The position is a key point of contact for coordinating various corporate functions including but not limited to procurement finance planning and development capital projects economic innovation and growth and development engineering.

KEY DUTIES AND RESPONSIBILITIES

Administrative Support (45%)

• Assists project manager(s) in planning scheduling and tracking project milestones.
• Maintains and updates project timelines deliverables and progress reports.
• Creates as may be required dashboards or reports for budget schedule and performance monitoring.
• Supports risk management activities by monitoring potential delays and issues. Follows up as needed with various teams and individuals to ensure project timelines are being met. Flags any issues for the project manager.
• Schedules and follows up on all meeting-related activities.
• Ensures that minutes of meetings are taken completed and circulated.
• Ensures that processes are in place for all invoicing activities.
• Completes document retention and filing in accordance with project needs and County policies.
• Organizes and maintains overall project files including contracts reports and approvals.
• Ensures version control and proper archiving of project documents.
• Prepares summaries and status updates for stakeholders.

Contract Management (25%)

• Liaises with Risk and Procurement Team and County department representatives for execution of contracts and agreements.
• Coordinates communications supports document drafting coordinates approvals execution ongoing maintenance and amendments of contracts and related project agreements.
• Provides initial review of supplier and service provider contracts to ensure alignment with policy legislation insurance and regulatory requirements.
• Tracks deliverables and key milestones to ensure timely delivery.
• Identifies opportunities and challenges with relationships quality and processes and prepare recommendations when necessary.
• Maintains accurate records of contract documentation and correspondence for audit purposes.
• Manages all invoicing and coding for all projects identified within the major industrial projects portfolio.
• Assists with procurement processes in conjunction with procurement services; determines timelines and solicitation (RFx) methods assesses potential risks collaborates with departments to develop evaluation & scoring criteria finalizes solicitation documents and advertises.

Invoicing and Financial Reporting (15%)

• Works with Finance to create and maintain project and operating job activity codes to ensure timely detailed and accurate reporting in alignment with contract management requirements.
• Works with Finance to monitor ongoing budget expenditures; analyzes variances or trends and prepares detailed statistics reports to track revenue and expenditures as required.
• Assists with financial reporting tools.
• Works with successful contractors to ensure that invoicing and payment are aligned with tenders and documents.

Communication & Coordination (10%)

• Liaises between project managers third parties and internal teams to ensure smooth workflow.
• Works with the communications team to ensure they are aware of major milestones and timelines for communicating with the public and external stakeholders.
• Responds to inquiries and provide timely updates to stakeholders.

Other Related Duties (5%)

• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System return.

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE

Required:

• A diploma or post-secondary degree in administrative support planning project management or finance.
• A clear Police Information Criminal Record Check is required.
• Minimum of 3-5 years applicable work experience.
• Experience working in and with contract documents.
• Experience supporting project management activities.
• Knowledge of technical accounting or bookkeeping skills principles and methods.
• Understanding of municipal permitting and development processes including Land Use Bylaw Municipal Government Act Quality Management Plan and interdepartmental workflows.
• Functional system administration concepts (roles permissions workflows data integrity).
• Understanding of the relationship between permitting workflows inspections conditions and financial transactions.
• Ability to work in a team environment or independently.
• Ability to take initiative be independent resourceful work well and effectively under pressure and meet deadlines in an organized manner.
• Ability to communicate clearly and professionally verbally and in writing including being adaptable receptive and timely when communicating with others and possessing tact and discretion.
• Ability to apply sound judgment and being accountable for any decisions undertaken.
• Strong problem-solving skills.
• Detail oriented and organized.
• Proficiency when using all Microsoft Office Programs Teams and SharePoint.
• Proficiency in the use of digital record keeping software such as Content Manager or other similar platforms.
• Strong organizational skills with the ability to manage multiple priorities timelines and change requests.
• Experience preparing dashboards reports and analytics for leadership.
• Demonstrated ability to maintain data accuracy and handle confidential information appropriately.
• Customer service orientation suited to a high-volume multi-department environment.

Assets:

• Having or working towards professional certifications in procurement risk and contract management is considered an asset.
• Specific experience in Contract Management Construction Engineering Services or Project Management.
• Commissioner of Oaths
• Supply chain paralegal records or public sector experience.
• Contracts and agreements experience.
• Knowledge of FOIP data governance and records management practices.
• PoPA for AIT privacy or cybersecurity training.
• SharePoint power app development and reporting.
• Experience in Adobe Sign or other e-signature platforms.