We are entering an exciting period of renewal through the implementation of a comprehensiveMaster Plan and significant capital investment program. This multi-year initiative will enhance member experiences, modernize Club facilities, and help shape the future of the Club for generations to come.

Therefore, we are seeking an organized, enthusiastic, and detail-orientedCoordinator, Master Plan & Capital Projects (6 months' contract)to support a diverse portfolio of planning, design, construction, and facility improvement projects. This is an excellent prospect for an early-career project professional who is looking to gain hands-on experience working alongside architects, engineers, contractors, consultants, and senior leadership while contributing to meaningful projects that impact thousands of members.

Key Responsibilities

Project Coordination & Administration

- Support the Director of Facilities in coordinating Master Plan initiatives and capital projects from planning through project close-out
- Assist in the development and maintenance of project schedules, action item logs, decision logs, and project status reports
- Organize project meetings, prepare agendas, record meeting minutes, and track follow-up actions
- Coordinate project logistics, site visits, stakeholder meetings, and consultant presentations
- Maintain continuity of project documentation and communication during the Director of Facilities' absence and escalates urgent matters in accordance with established Club procedures
- Support special projects, seasonal initiatives, and departmental priorities as assigned

Document Control & Reporting

- Maintain accurate, organized, and up-to-date project documentation, including contracts, correspondence, drawings, specifications, and meeting minutes
- Assist in coordinating construction administration activites, including RFIs, submittals, and project documentation
- Coordinate the distribution and collection of project documents between consultants, contractors, vendors,



and Club stakeholders
- Prepare project summaries, dashboards, reports, and presentations for management, committees, and the Board as required
- Ensure all project files are maintained in accordance with Club policies and established document management procedures

Procurement & Vendor Coordination

- Obtain and evaluate quotations for project-related goods and services
- Coordinate procurement activities, including purchase requests, vendor communications, and contract documentation
- Assist in tracking project budgets, commitments, invoices, change orders, and forecast expenditures
- Liaise with consultants, contractors, suppliers, and service providers to monitor deliverables and timelines
- Support tendering, request for proposal (RFP), and contractor selection processes as required

Construction & Site Coordination

- Conduct regular site visits to observe project progress and document field conditions
- Assist in identifying and documenting project issues, conflicts, omissions, or coordination concerns and communicate them to the appropriate project team members
- Monitor contractor compliance with Club standards, approved project requirements, safety expectations, and operational constraints
- Support efforts to minimize disruption to Club operations, programs, events, and member activities during construction work
- Coordinate and maintain photographic records of project progress

Project Close-Out

- Coordinate the collection and organization of project close-out documentation, including warranties, operating manuals, as-built drawings, maintenance information,



and training records
- Verify that required project documentation has been received and properly filed prior to project completion
- Assist with deficiency tracking and completion activities
- Support project turnover to Club operating departments

Operational & Stakeholder Support

- Serve as a liaison between Club departments, consultants, contractors, vendors, and other project stakeholders
- Assist in preparing member notices, project communications, presentations, and informational materials
- Support health and safety, compliance, and operational improvement initiatives within the Facilities Department
- Maintain confidentiality when handling contractual, financial, governance, and project-related information
- Contribute to continuous improvement initiatives and maintain current knowledge of industry best practices, project management principles, and relevant technologies

Job Requirement

- Diploma or degree in Project Management, Construction Management, Engineering Technology, Architectural Technology, or a related discipline
- 1-2 years of experience supporting capital projects, construction projects, or project coordination activities
- Experience working with consultants, contractors, and vendors is considered an asset. Experience within a private club, hospitality, recreation, institutional, or member-focused environment is considered an asset
- Excellent verbal and written communication skills
- Strong organizational and time-management abilities
- Ability to manage multiple priorities and deadlines simultaneously
- High attention to detail and accuracy
- Strong analytical and problem-solving skills
- Ability to work independently while contributing effectively to a team environment
- Professionalism, discretion, and sound judgment
- Commitment to high-quality member service and stakeholder relationships

Remarks: possibility to extend after 6 months' contract expiry

📌 Coordinator - Master Plan & Capital Projects (6 months contract) (Toronto)
🏢 Clear Destination
📍 Toronto