Planning and Development Assistant - Planning and Development

Summary

This position provides administrative and project coordinating support to assist in the planning and development of new affordable housing in the Capital Region.  The Planning & Development Assistant conducts research, prepares reports, assists with analyzing policies and bylaws, drafts funding applications, engagement materials, correspondence, and other relevant documents. Provides project coordination and contract administration while liaising with internal and external stakeholders. This position works collaboratively within the Regional Housing Division and the CRD and coordinates with other areas as required.

Key Duties & Responsibilities

• Assist in the planning and development of affordable housing throughout the projects’ lifecycle including, but not limited to, due diligence, feasibility studies, programming, proformas, municipal liaisons, rezoning, pre-zoning and permitting as required, community and tenant engagements, consultants’ procurement, contracts, funding applications and budget approvals.
• Assist in creating CRHC's Long Term Redevelopment Plan
• Collect, analyse, and research documents related to planning, development, and construction initiatives.
• Assist in the preparation of project charters, business cases, workplans, annual updates and other corporate documents.
• Assist in conducting the technical review of the projects’ drawings and reports.   
• Coordinate production of reports, memorandums, applications and agreements related to service area functions.
• Draft a variety of documents, correspondence reports, and applications related to planning, development and construction.  
• Assist in preparation of various materials including, but not limited to, presentations for internal and external stakeholders that support project delivery. 
• Assist with public consultation events, meetings, workshops, and open houses by coordinating and preparing documents, setting up event locations and delivering flyers in the community.
• Verify and obtain approval for all consultants’ invoices.
• Verify and obtain approval for several procurement and tender documents, evaluation materials, contract awards notices and memos in alignment with public procurement processes.
• Draft funding applications and obtains approval to apply to different government bodies.
• Coordinate and prepare claim submissions to different government bodies for reimbursement.
• Prepare budget reports to track, monitor and document project costs and project details.
• Assist with ensuring the corporate contract procurement, execution, storage and payment processes are followed including coordinating bonding, WorkSafeBC and insurance requirements throughout contract or standing agreement duration.
• Assist with the drafting and execution of partnership agreements, letters of intent, memorandums of understanding, rezoning related encumbrances and statutory rights of way, grant funding applications, agreements and contract documentation.
• Work closely with CRD finance staff in all aspects of financial administration including establishing and maintaining financial administration and accounting systems for Planning & Development projects.
• Monitor projects to ensure the requisite terms of the contracts and agreements are adhered to, specifically as they relate to reporting, submission for expense reimbursement and mitigation of overall risk.
• Implement and follow complex filing systems specific to construction projects and planning initiatives.
• Maintain accurate records and tracking of CRD Committee and Board reports and decisions. 
• Prepare for and support meetings, as directed, including scheduling, attendance, preparation of documentation and meeting records.
• Work collaboratively with staff, stakeholders and the public on projects as directed.
• Follow all policies, procedures and standards of the CRD.
• Perform other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills are required.
• Advanced proficiency and experience with word processing (MS Word), spreadsheets (MS Excel), presentation (MS PowerPoint) and communication (MS Outlook & MS Teams) software. 
• Experience with Adobe Pro or BlueBeam, and databases such as SAP or similar programs are considered an asset.
• Experience with project coordination, municipal planning processes, public engagement with a good understanding of residential development is an asset.
• Accounting experience related to office management and construction projects. 
• Awareness of planning legislation, policies, bylaws and guidelines including the Local Government Act, Official Community Plans, Zoning Bylaws and Design Guidelines. 
• Knowledge of planning terminology, contractual language and administrative processes.
• Knowledge of architectural terminology, design and development processes, municipal approvals, and permitting processes.
• Ability to scrutinize and analyze financial and technical data. 
• Coordinate communication necessary for project delivery. 
• Strong skills in Business English, punctuation, spelling and grammar.
• Ability to compose professional correspondence and produce/review technical reports.
• Organize a high-volume workload under constant deadlines in an ever-changing environment. 
• Maintains a high degree of accuracy and confidentiality in all aspects of the position.

Qualifications

Certifications