Project Coordinator

About the role

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization. At Avison Young, we are committed to providing a comprehensive suite of commercial real estate services to our clients while fostering a supportive and inclusive workplace culture for our employees. Our collaborative approach and emphasis on personal and professional growth create an environment where individuals can thrive. Real estate can have a significant positive impact on people’s lives - and we’re in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people. If you're looking for career opportunities where you can excel and contribute to a strong company culture, we want to hear from you. Join our highly motivated team and take pride in your work as we create a better future together. Currently seeking a Project Coordinator for the assigned corporate-occupier facility or portfolio. This is an exciting opportunity for a highly organized, detail-oriented individual with strong administrative and task management skills who thrives in a fast-paced, collaborative team environment.

Responsibilities

• Proactively support the Property Manager(s) and Client with maintaining all vendor accounts, purchase orders, and invoices in accordance with contractual terms and agreements for project management and facilities contracts.
• Process purchase orders, ensuring that the appropriate approvals have been obtained in line with corporate governance.
• Proactively meet with business budget stakeholders to review budget sheets, ensuring all POs are parked and PO data is recorded accurately and in a timely manner.
• Process invoices while following internal policies and procedures, working with Accounts Payable to establish new vendors, resolve payment issues and ensure timely payment.
• Maintain orderly files and records of all supporting documentation, including invoices and contracts, and archive documents in accordance with Client data retention policies.
• Work with vendors to resolve pending issues involving internal management, where appropriate, including reconciling vendor accounts to ensure payments and liabilities are properly addressed.
• Prepare regular and ad hoc management reporting, as requested.
• Review submitted documents regularly to ensure accuracy.
• Strive for efficiency and improvements that will help maximize Client ROI.
• Oversee the shared inbox to ensure timely and professional responses.
• Supervise the ACH account reconciliation process, including performing periodic reconciliations.
• Investigate discrepancies among vendor quotes, SAP purchase orders (POs), and vendor invoices.
• Develop and maintain project plans and track project budgets.
• Consistently uphold and apply the company’s policies regarding appropriate professional behavior to ensure that the values of the firm are exhibited by the actions of the staff.
• Perform other related duties as requested.

Requirements

• Bachelor's degree and 1-2 years of industry experience

Qualifications

• SAP knowledge and experience are preferred

Skills

• Strong organizational skills and follow-through
• Ability to proactively set priorities and meet deadlines
• Ability to work under pressure and maintain a friendly, enthusiastic, and welcoming disposition
• Excellent analytical and numeracy skills
• Strong understanding of financial impacts pertaining to all departments
• Logical and