Project Coordinator

Position Summary

The Project Coordinator supports the successful execution of redevelopment projects through coordination documentation and administrative activities.
A key focus of the role is the procurement of furniture fixtures and equipment (FF&E) including managing RFx processes and issuing purchase orders. The role is responsible for developing and maintaining delivery schedules to ensure timely delivery installation and decommissioning of equipment.
This position works closely with the redevelopment team and engages stakeholders including user groups vendors and engineering partners to ensure alignment with project objectives. The Project Coordinator monitors budgets and schedules to support project timelines and financial targets including reviewing Requests for Information (RFIs) and Change Orders (COs).
Strong organizational and problem-solving skills are essential to support complex redevelopment projects. The role maintains accurate and comprehensive documentation to support tracking compliance and stakeholder reference.

Required

Post-secondary degree/diploma/certificate in business administration project administration or equivalent combination of education and experience
Demonstrated ability to manage complex and concurrent project activities meet deadlines and manage change
Knowledge of Broader Public Sector (BPS) Procurement Directives and related best practices
Experience with creation of procurement documents (RFT RFQ RFP RFSQ) is an asset
Project management experience within a healthcare capital planning environment is an asset
Experience working on Design Build Finance Maintain (DBFM) projects is considered an asset
Strong project planning development and implementation skills
Excellent interpersonal communication and organizational skills
Proven ability to work effectively within diverse teams including consultants specialists and user groups
Demonstrated problem-solving skills with the ability to manage complex stakeholder needs
Proficiency in Microsoft Office Suite MS Project SharePoint and SAP
Ability to work independently with minimal supervision
Ability to work in a fast-paced results- and schedule-driven environment
Understanding of CSA Standards and other applicable standards is an asset
Must have a satisfactory Criminal Record Check

Duties

Provide project coordination documentation review and administrative support for redevelopment projects including FF&E initiatives
Support and/or lead the planning and implementation of assigned capital redevelopment projects from initiation to closeout
Lead or support user group meetings to determine equipment requirements and develop specifications
Maintain FF&E procurement lists in collaboration with user groups and the redevelopment team
Manage the procurement process for FF&E including RFx development evaluation and award
Coordinate delivery installation commissioning and decommissioning of equipment
Track equipment from purchase order through to final delivery location
Review design drawings to ensure equipment requirements and supporting infrastructure are aligned
Collaborate with engineering teams and contractors to address required changes
Maintain vendor relationships and ensure fair transparent procurement practices
Resolve discrepancies between purchase orders contracts and invoices
Monitor RFIs COs and other project documentation to ensure alignment with scope and budget
Maintain accurate project documentation including manuals warranties and asset tracking
Prepare executive summaries business cases and briefing materials as required
Provide monthly budget spending and forecast updates to internal and external stakeholders
Ensure compliance with BPS Procurement Directives and applicable trade agreements
Coordinate with internal teams and third-party service providers on procurement and logistics
Support communication and coordination across stakeholders to achieve project objectives
Identify risks and escalate issues to the Manager of Planning & Redevelopment as needed
Complete mandatory training and other duties as assigned

At Quinte Health our four hospitals unite under the core values of Imagine Its You Value Everyone We All Make a Difference and Stronger Together. We work as one team to enhance lives improve access to high-quality care and build healthier communitiesright where people need it most.

Quinte Healths four hospitals are the heart of our communities delivering exceptional care close to home. As one unified team were passionate about improving lives and expanding access to high-quality healthcare. Our staff physicians and volunteers dont just work herewe live grow and thrive here. If youre compassionate and driven we have exciting opportunities across our hospitals. Join us and make a real impact!

Physical Demands Analysis

Strength
Required rarely: lifting 510 lbs (maximum 15 lbs) carrying pushing/pulling
Mobility
Required often: prolonged sitting
Required occasionally: standing walking bending/stooping
Dexterity
Required often: fine finger movements
Required briefly: reaching with both hands

Equal Opportunity

We thank all interested candidates for their response however only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at x2577 or for assistance.