Project Controls Coordinator

Position Title:

Project Controls Coordinator

Division:

Major Projects

Department:

Project Management and Budget Office

ReportsTo:

Manager, Quality and Process Management

Position Purpose

•Coordinate monthly AFP reporting and provide ongoing analysis of the AFP Program performance; produce corporate AFP reports and communicate results to the Manager, Quality and Process Management, or Senior Management Team as assigned. •Support the development and management of the AFP Quality Management Program to ensure consistent project management processes and accurate project reporting across sectors. •Support quality management audits of the AFP program and assist with internal and external audit requests

Key Function and Responsibilities

1. Coordinate monthly AFP project reporting cycle and provide ongoing analysis of the AFP program performance

  • Carry out the Division's monthly project reporting cycle including preparation, analysis and quality control of construction and transaction reports
  • Produce corporate reports to provide executives and the IO Board with strategic program planning tools such as transaction summary reports dashboards and other briefing materials
  • Assist with the development and implementation of an AFP key performance indicator (KPI) framework to provide ongoing monitoring and reporting of meaningful program performance measures.
  • Participate in discussions with internal and external stakeholders to identify reporting needs and propose improvements in areas such as reporting tools and processes.

2. Support the development and management of the AFP Quality Governance Model

  • Propose improvements to project management processes and develop guidelines, and templates for the Division's delivery methodology and program support activities.
  • Assist with the version control and conduct periodic reviews of processes, guidelines, and various reporting templates with the Division's Management Team to ensure they remain current and relevant.
  • Assist with the development and management of a centralized project delivery lessons learned database.  Conduct analysis of lessons learned information and propose process improvements.
  • Assist with oversight of the AFP resource library; ensuring quick and easy access to all AFP related materials including processes, standards, guidelines, policies, templates, user guides, and reports.

3. Support the development and implementation of a quality management program

  • Support the implementation of the quality management reviews and audits to identify non-conformances and continuous improvement opportunities. Assist with root cause analysis and action plan recommendations.
  • Assist with information and documentation gathering and quality validations of internal and external audit requests in relation to documentation submissions, program walkthroughs and clarifications, and management responses
  • Assist with the development and coordinate a communication program to ensure project delivery teams are promptly alerted of all process, policies, standards, guidelines, and tools changes and impacts to the AFP program

4. Support change management and training efforts in support of new initiatives, changes to quality management governance activities, as well as ad-hoc training as required

  • Assist in the development and implementation of a divisional Learning and Development program for the AFP program and project management practices to new Project Delivery staff
  • Provide input and assist with the development and training the project delivery division on new initiatives and changes to existing processes, tools, and guidelines.
  • Support the development and implementation of change management plans relating to new initiatives and changes to existing processes and tools.

5. Collaborate with IT to support and coordinate project management work processes, templates, reporting, and maintain database in the AFP project management system (OCPM/e-Builder)

  • Collaborate with IT to ensure system functionality is aligned with business processes for the various asset types and delivery models, and that workflow decisions are quality controlled, user friendly, and efficient.
  • Provide business process and quality management perspectives during system requirements sessions.
  • Participate in user acceptance testing.
  • As delegated, work in partnership with IT to develop and deliver system training as required.

6. Other responsibilities as required or assigned.

Qualifications

Education and Knowledge

  • Post-secondary degree or university degree in a Business Administration and/or specialization in project management.
  • Knowledge of the construction industry project management methodologies

Experience

  • Minimum 5 years' experience in analytical reporting and program management function preferably within real estate or the construction industry.
  • Experience in supporting the development of program-level guidelines, tools and other resources would be an asset.
  • Experience developing performance measurement reports and delivering presentations
  • Experience in researching, quality assurance, and problem solving.
  • Experience developing strong relationships with internal and external stakeholders.

Skills and Personal Attributes

  • Excellent analytical skills to forecast information demands, analyze data and develop reports with respect to financial and non-financial data.
  • Strong oral and written presentation communication skills to address client expectations, discuss options for project plans, explain critical requirements and government priorities.
  • Strong listening and comprehensive skills.
  • Ability to develop new processes or templates that will be used for project and program management reporting
  • Ability to exercise independent judgment and drive continuous initiatives to a successful conclusion.
  • Ability to effectively handle multiple tasks simultaneously, and manage competing demands through prioritization and planning.
  • Proficiency in the use of Microsoft Excel and other Microsoft Office products.