Project Coordinator, Development

Northwest Healthcare Properties REIT•Toronto, ON

24d•CA$60,000 - CA$70,000

About The Position

Vital is seeking an organized, detail-oriented Coordinator, Development to provide administrative and coordination support to our development team for a 12-month contract. Reporting directly to the VP, Development, this role will help keep development projects organized by managing invoices, coordinating RFP documentation, maintaining accurate records, supporting meetings, and following up on key administrative requirements. This is an excellent opportunity for someone who enjoys bringing structure to a busy environment, takes pride in accurate work, and is interested in building their knowledge of real estate development.

Requirements

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.
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.

Nice To Haves

Experience processing invoices, maintaining financial or project trackers, and managing documentation is preferred.

Responsibilities

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.
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.
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.