Projects & Facilities Coordinator

Taggart Realty Management

Job Title: Projects & Facilities Coordinator

Company: Taggart Realty Management

Reports to: Manager, Capital Projects & Facilities

Salary Range: $55,000 to $65,000

Location: 225 Metcalfe St., Suite 708, Ottawa ON / hybrid role

Vacancy Status: This is an active job opening. Taggart Realty Management is actively hiring for this position.

About Us

At Taggart Realty Management, we believe in building more than just properties—we build communities. As part of the Taggart Group and managing a 3-million-square-foot portfolio, we specialize in acquiring, developing, leasing, and managing retail, residential, office, and commercial properties, both in-house and with third-party partners.

We’re continually growing through strategic development and acquisition resulting in a variety of opportunities for those looking to get hands-on experience and build a lasting career. At Taggart, you will be part of something bigger, and what you do today will make an impact for years to come. We believe in your success.

Building integrity, quality, and community together.

About this Role

The Project & Facilities Coordinator is responsible in assisting in the oversight of a diverse portfolio of projects, including planning, timelines and budget. Coordinating with contractors, consultants and engineers to ensure project milestones are met. The coordinator will support the management team with various administrative projects, liaising with stakeholders and contractors and coordinating services.

Key Responsibilities

• Assist in developing proposals and project documents from inception to completion; maintain documentation including contracts, permits and plans.
• Set-up documentation framework, ensure final formatting aligns with organizational standards, and compile electronic files efficiently.
• Attend project-related meetings to document processes and key decisions.
• Coordinate data management and facilitate information transfer among staff, contractors and stakeholders; provide regular status reports on project progress, challenges, and updates.
• Coordinate and schedule routine inspections, maintenance, and repairs for building systems.
• Prepare purchase orders, prepare project invoices for subconsultants, contractors, and vendors, ensuring accuracy and timeliness.
• Supporting project logistics by booking meetings and meeting rooms, effectively resolving scheduling conflicts.
• Follow through with stakeholder deliverables to ensure responsibilities and timelines are met.
• Assist in the management and execution of major maintenance projects, ensuring adherence to timelines and budget restraints.
• Apply for and procure all necessary permits required for projects, ensuring compliance with local regulations and standards.
• Assist in gathering relevant information and preparing the department’s Capital Improvement Program (CIP) budget to ensure accurate financial planning.
• Help maintain project budgets by developing cost estimates, tracking financial data, and identifying issues and trends to proactively align with the Facilities team.
• Other duties as required

Education and Experience Requirements

• Post-secondary education in a related field of study.
• 1 to 2 years of related experience in project coordinator, facilities management, project management, construction, property management or a related role.
• Strong ability to manage multiple projects, prioritize tasks and meet deadlines.
• Excellent verbal and written communication skills for effective collaboration for various stakeholders.
• Ability to analyze data, prepare reports, and make informed decisions based on findings.
• Intermediate proficiency Microsoft Office.
• Proficient in Project Management software (MS Project, Asana, Trello) would be an asset.
• Experience with YARDI considered an asset.
• Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities
• Capable of handling pressure and challenges in a dynamic business environment
• Ability to manage and foster relationships with suppliers, vendors, service providers and internal as well as external clients.
• Excellent attention to detail and organizational skills.
• Experience dealing with service vendor agreements would be considered an asset.
• Bilingual (English and French) considered an asset.

Physical/Sensory Effort and Work Environment

• Working primarily in an office environment at desk with computer.
• Sitting or standing for long periods of time at workstation.
• Collaboration with several people or departments, working under many simultaneous deadlines.
• Willingness to be mobile as the role requires work to be performed primarily in the office but also on-site.
• Overtime may be required on an occasional basis to meet the changing demands of the project(s).

Accommodation Requests

The Taggart Group of Companies is an equal opportunity employer. All qualified applicants are considered without regard to citizenship, race, place of origin, ethnic origin, colour, ancestry, disability, age, creed, sex/pregnancy, family status, marital status, sexual orientation, gender identity, or gender expression.

In accordance with Accessibility for Ontarians with a Disabilities Act, we’re committed to providing accommodations for people with disabilities in all aspects of the recruitment and selection process. If you require accommodation or special assistance, please send an email to hr@taggart.ca with your request.

Salary Range

The salary range shown reflects expected total annual compensation, including base pay, bonuses, and/or commissions.

Thank You for Considering Taggart Realty Management

Thank you for your interest in joining Taggart Realty Management. We appreciate every application, but only those selected for an interview will be contacted. Please note that we do not accept unsolicited resumes from recruiters or employment agencies. Any such submissions become the property of Taggart Realty Management and are not eligible for compensation. AI may be used to screen and assess candidates.

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