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Project Portfolio Administrator, Real Estate Group

Business Development Bank of Canada

This is a Contract position in Montreal, QC posted November 19, 2020.

No other bank is doing what we do.At BDC, we’re devoted to Canadian entrepreneurs.

We’re also dedicated to our employees.

Adaptable.

Inspiring.

Different.

There’s a reason we like to work here and we think you’ll like it too.

POSITION OVERVIEW The Project Portfolio Administrator for the Real Estate Group is responsible for managing and optimizing the Real Estate portfolio dashboard on a continuous basis in order to help the group achieve goals and mitigate various risks to BDC (financial, regional, workload, etc.).

They will act as the department’s champion for the data management system and develop, maintain and supervise a construction cost database.

They will assist project managers in preparing, reviewing and keeping up to date the various contracts related to construction and facilities projects, and ensure that purchase orders and invoices for various items, furniture and services are processed in a timely manner within the data management system.

Ultimately, they will help the department manage its processes in a professional manner and act as a technical resource and facilitator for the whole group CHALLENGES TO BE MET
– Develop/manage/maintain the Real Estate project portfolio dashboard by ensuring the integrity, completeness, accuracy and control of data when updating performance indicators.

Communicate compliance or variance to the established strategy with regular status reporting to their Director
– Contribute in aligning Leasing team to project management team by working transversally with all team members to seek opportunities to improve service delivery and efficiencies (evaluating different team’s capacity to avoid peaks).

Participate in the standardization of deliverables.

– Develop, maintain and supervise a construction cost database by tracking and monitoring received bids for every project.

Analyse market and regional trends in construction costs and make recommendations to adjust estimation methods for future projects.

– Act as the department’s champion for the data management system; manage the setup of all new vendors in the system to ensure accuracy of all information submitted for uploading and recording, coordinate the furniture catalog updates in the system and ensure that all key stakeholders are advised of any developments and changes.

– Assist project managers in preparing, reviewing and keeping up to date the various contracts related to construction and facilities projects, and ensure that change orders are updated and filed accordingly, per service related to a specific contract within the data management system and TeamSite.

– For construction projects and the rest of the department, ensure that purchase orders for various items, furniture and services are processed in a timely manner within the data management system.

Ensure invoices are processed efficiently in accordance with BDC policies and procedures.

– Conduct the month end financial report review to ensure that all amounts have been properly allocated and that payments have been processed for the construction projects and all other departmental activities.

– Coordinate project approval meetings and proceed with the administrative projects launches by ensuring that all appropriate documentation and approvals have been formalized and filed in the data management system, Finance and TeamSite.

Work closely with project managers in closing construction projects.

– Liaise with the project managers and Finance, Accounts Payable and Procurement departments regarding all construction projects.

– Manage all small purchases using the departmental purchasing card and ensure that expenses are recorded in the appropriate general ledgers.

WHAT WE ARE LOOKING FOR
– Bachelor’s degree with a minor in Accounting or in Business Administration, along with a Project Management certification (or equivalent experience)
– Minimum of three years’ related experience as a Project Control Officer or in an equivalent role
– Experience in project portfolio management (multi-project environment) in a matrix organization with an ability to solicit cooperation from all resources involved in the projects
– Experience in understanding budget control and tracking (metrics, dashboards) using a proven, formal approach
– Demonstrated proficiency with recent versions of MS Project
– Experience in the banking and financial industry and/or in real estate and facilities management, an asset
– Strong analytical ability to control and track projects
– Ability to develop reports, analyze metrics, and define tracking mechanisms
– Demonstrated proficiency with recent versions of MS Office and ability to use/produce charts and graphics
– Strong soft and organizational skills
– Meticulous and results-oriented, with a concern for efficiency and accuracy
– Team-oriented and self-motivated
– Above-average problem-solving and follow-up skills
– Rigorous, autonomous, shows initiative and ability to deal with stress
– Ability to build, and comply with, internal procedures and methodologies
– Good verbal and written communication skills in both official languages EQUAL OPPORTUNITY EMPLOYER At BDC, we value diversity in our workforce and encourage all qualified candidates to apply.

We appreciate all responses and advise that only those candidates selected for an interview will be contacted.