Housing Project Coordinator

  JOB POSTING

 

Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community.  As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.

 

POSITION TITLE:           Housing Project Coordinator              

DEPARTMENT:                        Housing

SUPERVISOR:                          Housing Manager

TERMS:                                    Full-time, Permanent

REFERENCE #:                         2025-056

 

Purpose of Position:

The project coordinator is responsible for ensuring the overall purpose, goals, and objectives of each project assigned are completed within project timelines and budgets. This administration includes ensuring the departments’ compliance with FAL, GAAP, TteS Housing Policy, CMHC Operating Agreements and any other financial governing laws or policy.  This position will oversee the project management of internal projects (such as renovations, home builds, etc) and building projects ensuring proper receipt and claims of all funding received. In collaboration with the Finance Department and under the supervision of the Housing Manager.

 

This position will also work in co-operation with internal stakeholders and subject matter experts, and oversee all contract employees, amongst other tasks that may be issued from time to time while referring to TteS Policy and Procedures.

 

Duties and Responsibilities:

Completes high quality project management on internal/external projects such as maintenance, repairs, renovation projects, new builds for the community on an as and when needed schedule to ensure high standard of living for TteS. (90%).

1. Project Coordination

• Tracks project plan and reports any variances.
• Monitors project expenditures, calculates budgets balances, advises on fund availability, and completes account balances.
• Coordinates all office administrative activities relating to projects.
• Supervise housing projects, coordinate with other departments and clients, and oversee scheduling and task assignments to ensure that all deliverables are achieved on schedule and on budget.
• Ensuring project team adheres to provided timelines and deliverables
• Ensuring documentation is maintained throughout the length of the project
• Analysing project data and producing progress reports
• Functions as liaison and representative of TteS with all related contracts services.
• Reviews and provides recommendations regarding tenders, opening bids, contracts, construction, and inspections for renovation and or repair projects of TteS Administered Homes.
• Completes all project reporting and claims, as required.
• Supervise housing projects, coordinate with other departments and clients, and oversee scheduling and task assignments to ensure that all deliverables are achieved on schedule and on budget.
• Ensuring project team adheres to provided timelines and deliverables.
• Assists and provides additional project management with a variety of Housing programs internal projects such as group septic cleaning, renovations, home builds and external projects (e.g., funding through Indigenous Services Canada (ISC), CMHC, BC Housing etc.).
• Collaboration and teamwork with Housing manager on projects as needed.
• Maintains confidentiality on all matters relating to the affairs of TteS.
• Responds to all incoming requests (email/phone) in a timely manner or as otherwise set by the Housing Manager, ensuring acknowledgment, progress updates if needed, and communication of final resolution or next steps while maintaining a professional and helpful demeanor.
• Prioritizes and promptly responds to requests from upper management, providing clear and concise information and escalating any roadblocks or potential delays as necessary.
• When research is required to fulfill a request, communicates the need for additional time to the requested in a timely manner.
• Provides an estimates completion date and keeps the requested updated on progress.
• Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.

2. Stakeholder Reporting

• Ensuring documentation is maintained throughout the length of the project
• Communicating plans, actions, risks, and issues with key stakeholders
• Analyzing project data and producing progress reports
• Communicating plans, actions, risks, and issues with key stakeholders and Society Board of Directors.
• Communicate with Housing Manager, contractors, consultants, other stakeholders and responds to project inquiries.
• Attends and assists with planning of all required project meetings, including Society Board meetings.

3. Financial Oversight

• File claims on all current funding applications to ensure accuracy and compliance with the respective entity and stakeholders.
• Explore and pursue new funding programs.

4. Strategy and Department Development

• Assist in the development, implementation, review and compliance with the Housing Department Policies and Procedures.
• Collaborates in creating and maintaining the Housing Department annual strategy
• Assists in the development and implementation of housing programs, including infrastructure, new build and rehabilitation projects.
• Assist in drafting and presenting Briefing Notes and BCR’s.

 

Support Housing Manager duties as required. (5%). 

• Support the Manager in all duties as needed and required, including coverage for sick and vacation time, and when on leave.
• Support the implementation of organizational and departmental strategies to ensure they are aligned and implemented accordingly and in compliance.
• Collaborate with Housing Manager on making decisions on non-political and non-critical project and departmental items.
• Be aware of Secwépemc cultural protocols in connection with all departmental activities.
• Liaise with various organization and departments and ensure organizations strategies are aligned and implemented accordingly.
• Monitor expenditures, calculates budget on projects and funding availability (e.g., funding through Indigenous Services Canada (ISC), CMHC, BC Housing etc.)
• Process invoices, claims (e.g., funding through Indigenous Services Canada (ISC), CMHC, BC Housing etc.)  and manages accounts with the correct budget and expense code.

All Other related duties as required. (5%). 

• Works cooperatively with others to support TteS’s respectful workplace and to provide quality seamless customer service.
• Participates in workshop training programs and seminars provided by TteS to upgrade skills and knowledge relevant to the position.
• Performs all duties and responsibilities in accordance with TteS policies, standards and procedures and as directed.
• Demonstrates continuous effort to improve TteS operations, decrease turnaround times and streamline work processes.
• Share information and request feedback from TteS membership at General Band Meetings, Annual General Meetings, and through weekly internal communications as appropriate and requested.

 

Professional Certification, Education and Experience:

• A degree in Business Administration or related discipline or 3-5 years’ work experience in a similar work environment, or equivalent combination of education, training and/or experience.
• Previous experience in establishing and maintaining successful partnerships and conducting negotiations.
• Must pass criminal record check/Vulnerable record check.
• Must possess a valid class 5 BC Drivers License.
• Must possess a reliable insured vehicle.

 

Financial Responsibility:

• This position is responsible for multiple project budgets.
• Process invoices and manages accounts with the correct budget and expense code.
• Ensure the receipt, expenditure, and compliance with all funding programs
• Signing Authority ($2,500)
• Collaborate with Housing Manager in the development and monthly review of the Housing Department budget

 

Supervision or Training Duties:

• Supervise Housing Department as needed and directed by the Housing Manager.

 

Skills and Abilities:

• Strong working knowledge of accounting systems and financial operations.
• Strong working knowledge of TteS band governance and administration processes and policies, including FAL.
• Strong working knowledge of the CMHC On Reserve Agreements, and on-reserve housing programs and services.
• Excellent grant writing skills.
• Self-motivated, strong work ethic, tactful, principled and diplomatic.
• Strong organization skills and ability to manage competing priorities.
• Ability to perform data entry with a high level of speed and accuracy.
• Ability to research, collect and verify data and prepare associated reports and other documents.
• Ability to take the initiative and establish communication mechanism to ensure colleagues and stakeholders are regularly informed and use time to produce quality work.
• Proficient in Microsoft Office Word and Microsoft Excel and Sage AccPac Accounting Software
• Strong ability to take direction and produce quality work that is completed on time.
• Strong administrative skills.
• Exceptional conflict resolution and mediation skills.
• Excellent oral and written communications skills.
• Ability to work in a multi-cultural settings and interest in learning about TteS language, culture and history.
• Knowledge of Secwépemc culture, traditions, and protocol is an asset.

 

Benefits:

• Extended health, dental and vision
• 7.6% Registered Pension Plan (RPP) matching and Life insurance

 

HOURS OF WORK:      Normal Day shifts – 7 hours. Non-normal shifts may be required.

PAY GRADE:                Starting at $30.53 – 33.72 per hour depending on education and experience.

 

Tk’emlúps te Secwépemc thanks all applicants for their interest, however, only those selected for an interview will be contacted.

In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is TteS Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.

 

Deadline for the Job posting is May 7th, 2025 by 2:00pm

 

Submit Job Application Form, cover letter, resume, and references

online: https://tkemlups.ca/employment/

or at our Human Resources office #200 – 330 Chief Alex Thomas Way.

Office Hours are Monday to Friday 8:00 am to 4:00 pm &

closed for lunch from 12:00 pm to 1:00 pm

 

We require each applicant to fill out

an online application form which can be found at:  https://tkemlups.ca/employment/

 

Any late submissions or submissions without the job application form will not be considered.