LAS Coordinator

• Completes documentation required for funding agreements per the direction of the project lead and manages the transmission of documents, required signatures and receipt of approvals.
• Communicates status to program directors and studio leads on a weekly basis.

• Inputs project information into databases and complete the project setup process.
• Sets up project folders using standard filing conventions.
• Sets up all required templates and tools for each project.

• Maintains project documentation such as coordination plans, charters, decision logs, meeting minutes, contracts, bid packages, technical close out, etc. in collaboration with the LAS Manager/lead.
• Monitors project progress and timelines and prepare status reports to assist with timely project coordination and communication.
• Tracks labor utilization on a project by project basis and notify the project lead of variations from the labor budget.
• Tracks review process completion for all submittals as well as landlord invoicing.

• Works with LAS managers, studio leads, and program directors to update and administer changes to work authorizations.
• Works with relevant stakeholders to collect vendor qualification documentation and ensure vendors are activated and set up within financial systems.
• Administers the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.
• Tracks and supports the processing of landlord invoicing to PSPC.

• Prepares various reports to support monitoring of LAS project progress, costs, status, risks, and opportunities.
• Reviews and communicates risks to LAS Manager / Project Leads, Senior Workplace Strategist - TFMO, and Program Directors.
• Provides regionally summary report as required on a monthly basis.

• Records minutes and action logs in project meetings as required by the project lead and distributes accordingly.
• Supports virtual requirements gathering workshops, documents conversations, and ideas on provided virtual tools in line with the virtual facilitation process.
• Provides a review of milestone documents to ensure proper formatting and documentation standards. Supports studio team members with compiling of milestone documents and supporting information.
• Transmits all formal deliverables according to the established process.
• Uploads all completed documents into the required systems.

• Administers project close-out requirements.
• Gathers and ensures receipt and sign-off of all project documentation. Files project documentation.
• Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensure all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.

• College diploma. (3+ years of project administration or administrative work experience)
• Strong communication skills with proven ability to communicate clearly with others for the purpose of data exchange, clarification, and follow-up.
• English/French bilingual is an asset. (Experience in customer service and client-facing activities)
• Administrative and strong organizational skills along with related administrative work experience. (Experience working in a team delivering real estate services (project delivery, design or related fields)
• Experience following and administering processes for quality control.
• Data and documentation abilities and experience, with strong attention to detail and data accuracy.
• Proven ability and experience in generating and compiling data into reports.
• Able to work as a team and in a self-directed manner on individual tasks. (Experience communicating with multiple types of stakeholders)
• Computer proficiency - proficient in and experience with MS Office suite of applications along with proven ability to quickly learn new applications.
• Able to meet requirements for Federal Security Clearance.

• None Required.

BGIS