Project Coordinator

About QuadReal Property Group 

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

Role Description:

Based in Toronto, ON and reporting to the Director of Construction, Tenant Management/Coordination will be an integral part of the QuadReal development team and forms a crucial role within a project-focused group having the responsibility to support in a successful delivery of the large scale, multi-phased, fast-track, mixed-use projects.  Working directly with the ownership team, and along with third party consultants, owner's representative/project manager, and contractors, the candidate will support the Development Team's key aspects to get our highly valued Tenants to design, fit-out and open their corresponding retail/commercial units on-time and within budget.

The Project Coordinator has the responsibility to implement the established Tenant Coordination processes which will guide, drive and lead Tenants opening efforts for the newly re-developed Bayview Village mall as well as communicating with all existing Tenants as the mall will be in operation throughout the entire new Development. Tenants will include in-line mercantile shops, high-end luxury brands, food & beverage/restaurant/hospitality units, entertainment areas, cultural spaces, and high-end luxury auto dealers in a combination of indoor and/or outdoor settings.

This position will serve as the supervisor in charge of landlord's delivery of the premises, applying the tenant coordination process, implementing tenant design criteria and guidelines, and will be part of the landlord's contact and liaison on all matters related to tenant coordination, working internally with Leasing, Mall Operations, Development teams, and externally with Owner's Representative/Project Manager, Design Consultants, General Contractors and Authorities Having Jurisdiction to assure each deal and Tenants' opening represents the company's interest and meets or exceeds the rent commencement date.

This position requires a person with superior communication and interpersonal skills, solutions-oriented mindset, high attention to detail, basic understanding of leasing strategies, and ability to appropriately communicate design & construction matters, and to understand the unique market position that Bayview Village, Cloverdale Mall and Assembly Park will occupy.

Responsibilities:

• Act as main support to the Director of Construction/VP of Construction, working closely with Leasing, Mall Operations, Development, MEIT Teams and Contractors.

• Ability to travel to job sites in and around the GTA; visit the project sites on a regular basis to foster a good Tenant relationship, manage/monitor progress of Landlords work and Tenants' construction.

• Manage production and delivery of complete Tenant Packages for Leasing presentation to prospective Tenants. As there will be multiple tenant packages to be delivered concurrently and with overlapping priorities, this role will support the Development Team to continuously manage/update the Tenant Package log, work closely with the consultants responsible for the delivery of the work by setting the schedule and expectations to properly plan and sequence packages in priority order. Review, comment and provide final Tenant Package drafts to the Director for approval all in a timely and expeditious manner.

• Prepare and adhere to project schedules and sequences to ensure Base Building GC and Tenants are tracking toward a baseline schedule. Work with Development, Leasing and Operations Teams to meet agreed upon space delivery dates, swing spaces, terminations and maintaining existing CRUs with minimal disruption.

• Responsible for day-to-day project management by overseeing, tracking and monitoring existing and new Tenants (pre-LOI discussions with Leasing, budgeting, measuring, store planning and design schematics, store fit-up construction documentation, permitting and construction, and opening)

• Attend and document meeting minutes when required, recurring action/project management internal meetings to ensure awareness of all aspects of the tenant coordination phase. Follow up with various entities to ensure action items are addressed in a timely manner.

• Distribute and implement the Tenant Design Criteria to communicate the design strategy to Tenants, provide guidance and assistance in Tenant's design from conceptual phase through to final construction documents all while maintaining the overall brand level for the respective centres. 

• Coordinate and support Leasing efforts during the negotiating process to ensure that proposed Tenant locations are feasible and align with the overall development strategy and budget.

• Review Tenants' store fit out design documents (Arch, Structural, Mech, Elect and Signage) for compliance and adherence with Landlord's design guidelines. Coordinate with Tenants and their designers to review, comment and approve their design and construction drawings ensuring alignment

• Generate a document that represents the final agreed upon scope of Landlord's Work for each Tenant which includes a budget and schedule for work and identifies critical milestone dates; present internally and request approvals to proceed

• Create templates, and continuously update a complete Tenants Delivery Matrix to track and manage various concurrent Tenants deliverables from LOI signing to opening effectively and efficiently

• Use the Tenant Tracker template to continuously maintain and update a Tenants Delivery Matrix to effectively and efficiently track and/or manage various concurrent Tenants deliverables from LOI signing to opening. Day-to-day management and oversight of schedule and sequence for various milestones (letter of intent/term sheet signed, lease signed, space delivery by Landlord, tenant improvement (TI) design documents received/approved, TI permit status, TI construction start, TI construction completion/occupancy and open) that are tracked via the comprehensive Tenants Delivery Matrix. 

• Develop an understanding of mall systems, existing and proposed, and how each Tenant will tie into them, including utilities, fire life safety, telecommunications/data, smart tech, etc.

• Conduct field inspections and meetings with Tenants, General Contractor(s), Consultants and building inspectors, when necessary

• Perform deficiency inspections and compile list throughout the construction of each of the project unit before handover to Retail and Residential Teams.

Experience and Qualifications:

• Minimum 2+ years of relevant working experience and similar coordination role in the industry, specific to mixed-use buildings/multi-phased developments.

• Ideally have working history with repositioning/renovating an existing mixed-use/retail center

• Good understanding of key principles in construction, retail leasing and mall operations would be considered a strong asset.

• Self-motivated/ solutions oriented / results driven/ forward planning / strong relationship builder both internally and externally.

• Strong Relationship Skills; values Tenant relations. Extremely confident with superior oral and written communication and presentation skills; ability to develop and sustain collaborative working relationships with various stakeholders; conflict management, handling difficult situations and dealing with strong personalities; work collaboratively and assertively to achieve results in the best interest of the project and company goals and objectives.

• Demonstrated proficiency in AutoCAD, Revit, Microsoft Office (Word, Excel, PowerPoint), Adobe Creative Suite (Illustrator, Photoshop, InDesign), Bluebeam/Adobe Acrobat, Project Scheduling Applications & Sketchup (or equivalent 3-D modeling), would be considered a strong asset.

• Strong, demonstrated skills in visual presentation including modeling, graphic design and rendering (hand or computer generated), would be considered an asset.

• University degree in/with emphasis on Architecture, Engineering, Interior Design, Construction Management. Project Management and/or equivalent experience

• Experience working on large scale fast-track projects with multiple ownership, involving multiple architects, and multiple general contractors/stakeholders

• Strong Ability to work under pressure, with multiple competing priorities, both independently and within a team structure.

• Organizational/Multi-Task Skills - Accurate and detail-oriented with strong analytical skills; ability to allocate one's time effectively, manage and meet tight deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; ability to use initiative and self-management skills to work independently with minimal direction and respond effectively to issues that arise

• Experience and exposure to retail design (finishes, lighting, signage/graphics, FF&E) would be a very strong asset

• The ability to read and understand construction drawing sets (i.e. architectural, mechanical and electrical plans) and possess a solid knowledge of construction detailing is a requirement

• Basic project management skills and knowledge in Toronto Building Bylaw and Ontario Building Code.

• Experience with construction sites and ability to address on site construction issues

The expected annualized base salary range for this role is $80,000 – $90,000.

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Based on the position, QuadReal offers a competitive total rewards package in addition to the base pay, which may include a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual's skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

We value diverse experiences and perspectives. Even if your skills don't align 100% with the listed qualifications or salary range, we encourage you to apply – you may be a great fit for this role or others in our community. Applicants may also be considered for alternative positions within the organization where their qualifications and experience align more closely with available opportunities.

We use artificial intelligence (AI) technology — alongside human review — to assist in screening and assessing applicants for this position. Our recruitment team remains involved in all decisions.

Note to Recruiters: QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.