Administrative Coordinator 1

Summary

This position provides administrative and project support to assist in the delivery of new Affordable Housing in the capital region. This position drafts reports, correspondence, procurement documents, and contracts for review. Provides financial monitoring, accounts payable support, project coordination and contract administration while liaising with internal and external stakeholders. This position works collaboratively within the Regional Housing Division and coordinates with other CRD areas as required.

Key Duties & Responsibilities

• Drafts a variety of documents, correspondence, reports and memorandums related to contract administration and project coordination.
• Prepares for approval a number of procurement and tender documents, evaluation materials, contract awards notices and memorandums in alignment with public procurement processes and CRD policies, procedures and standards.
• Ensures corporate contract procurement, execution, storage and payment processes are followed including verifying contract security, contractor registration with WorkSafeBC and insurance requirements are met throughout contract or standing agreement duration.
• Prepares and coordinates financial payments by ensuring authorization is received, supporting documentation is present, and contract and corporate financial policies and procedures are followed.
• Prepares budget reports to track, monitor and document project costs and project details.
• Coordinates and supports meetings, as directed, including scheduling, confirming attendance, drafting agendas and recording and distributing meeting records.
• Works closely with CRD finance staff in all aspects of financial administration including establishing and maintaining financial administration and accounting systems for development and construction projects.
• Implements and maintains complex filing systems including accurate records and tracking of CRD Committee and Board meeting reports and motions.
• Drafts and coordinates funding applications to different government bodies.
• Develops and designs documents including training manuals, process outlines, flowcharts and implementation procedures.
• Ensures office supplies and equipment are maintained, coordinates mail and other general office duties.
• Assists in the ongoing maintenance of the website.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Expert ability to collaborate effectively with diverse internal and external stakeholders and across multiple disciplines.
• Thorough knowledge of office operations, administrative processes and systems.
• Considerable experience with project coordination, municipal planning, design and construction processes with a good understanding of residential development is an asset.
• Considerable accounting experience related to office management and capital projects.
• Thorough knowledge of construction terminology, contractual language and administrative processes.
• Thorough knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Strong ability to prepare, process and check a variety of reports, documents and correspondence related to the position.
• Strong ability to edit documents initiated by others with a high level of attention to detail.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Strong ability to work effectively in a team environment and individually with minimal supervision.
• Strong ability to take initiative, use independent judgement and show discretion.
• Strong ability to work independently in a fast paced and constantly changing environment.
• Advanced MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Strong attention to detail with a commitment to data accuracy and integrity.
• Strong ability to maintain professionalism, objectivity, confidentiality and integrity in all situations.

Qualifications

Certifications