Project Coordinator, Development

Key Responsibilities

• Project and Team Coordination
• Provide day-to-day administrative support to the VP, Development and broader Development team across active and prospective projects.
• Coordinate meetings, schedules, agendas, and materials; attend meetings as required, prepare minutes, and track action items through completion.
• Liaise with consultants, vendors, municipal contacts, and internal teams to gather information, coordinate documentation, and support timely follow-up.
• Maintain project trackers, status reports, and internal databases, including property information, municipal fees, application requirements, and key dates.
• Assist with compiling development and planning application materials and tracking submission status, comments, and next steps.
• Conduct basic research and prepare summaries on municipal requirements, planning policies, project information, or other topics as requested.
• Financial and Invoice Administration
• Receive, review, code, and process invoices associated with development projects, ensuring appropriate supporting documentation and approvals are in place.
• Maintain invoice and payment trackers, follow up on outstanding approvals or discrepancies, and respond to routine vendor inquiries.
• Support project cost tracking by maintaining accurate records and preparing regular summaries for the VP, Development and project leads.
• Assist with tracking project-related deposits, securities, municipal fees, and other recoverable amounts.
• Coordinate with Finance to support timely payment processing, accurate project coding, and complete financial records.
• RFP and Document Coordination
• Receive and log RFPs, proposals, and related submissions; coordinate internal circulation, review timelines, and required follow-up.
• Assist with preparing, compiling, formatting, and distributing RFP packages, consultant agreements, correspondence, and other development documentation.
• Maintain organized electronic project files, document registers, contact lists, and records in accordance with internal standards.
• Track key documents, deliverables, approvals, and administrative deadlines, proactively following up with internal and external stakeholders.
• Knowledge, Skills and Experience
• Key Qualifications, Skills and Experience:
• Post-secondary education in business administration, real estate, urban planning, project coordination, or a related field; an equivalent combination of education and experience will also be considered.
• 1 to 3 years of experience in project coordination, real estate, professional services, or related role; relevant co-op or internship experience may be considered.
• Strong administrative and organizational skills, with exceptional attention to detail and accuracy.
• Experience processing invoices, maintaining financial or project trackers, and managing documentation is preferred.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint; experience with document-management or project-tracking tools is an asset.
• Clear and professional written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and follow through in a fast-paced, collaborative environment.
• An interest in real estate development and a willingness to learn about planning and municipal approval processes.
• Why Join Vital
• At Vital, you’ll work closely with experienced development professionals and gain exposure to how real estate projects progress from early evaluation through planning and approvals. You’ll join a collaborative team where strong coordination, curiosity, and thoughtful follow-through are valued.
• Salary Range
• CAD $60,000-70,000K
• Use of AI in Recruitment
• Vital Infrastructure Property does not use artificial intelligence (AI) to screen, assess, or select applicants. All hiring decisions are made by our People & Culture team and hiring managers.
• Existing Vacancy Disclosure
• This posting is for an existing vacancy within our organization.
• Accommodation during Recruitment Process
• Vital Infrastructure Property Trust values diversity in the workforce, is an equal opportunity employer and welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
• Persons with disabilities who need accommodation during the application process or require job postings in an alternative format, kindly notify the Vital People and Culture team at [email protected].