Coordinator, Construction

About the role

Location Brookfield Place New York - 225 Liberty Street, Suite 4301 Job Description We Are Brookfield Properties: At Brookfield Properties, our success starts with our people. People like you. Brookfield Properties develops and operates real estate investments on behalf of Brookfield Asset Management - one of the largest alternative asset managers in the world. From office to retail, logistics to multifamily, and hospitality to development, we work across sectors to bring high-quality, sustainable real estate to life around the globe every day. We are seeking a Coordinator to join Brookfield Properties in New York, NY. In this role, you will play a key role in inspiring change and continual improvement. If you are committed to excellence and ready to contribute to a dynamic culture, we would love to meet you. As the Coordinator, you will support the Construction team, reporting to the VP of Construction. The ideal candidate will be responsible for performing full administrative duties of a standard nature for the Construction team. The Coordinator will provide support to the project teams and will be responsible for monitoring and managing the program/project financials, consolidating the status reports, tracking project schedules, owning the administrative tasks and assisting the team in the different knowledge areas of the project lifecycle to ensure smooth and efficient operation in accordance with tenant and owner's expectations. Role & Responsibilities: Delivers project level administrative support including financial reporting and analysis, facilities, project team wellbeing, information systems and general administrative support. Manage cost summaries, process all invoices for department, and work with legal to organize and process contracts. Prepare construction fee invoices and ensure a project running total is available at any given time. Create Letters of Intent and accurately prepare all contracts for the department. Facilitate initial contract negotiations and resolve disputes in regard to contract terms, insurance and indemnity disputes and P.O terms and conditions. Manage any special projects on behalf of the Construction department at the group head's discretion. Provide support for any Construction managers during absences. Coordinate Capital Budget planning process including scheduling of meetings, reviewing progress relative to schedule, ensuring correct back up is provided, maintaining all spreadsheets, participating in initial review with Vice President, creating and maintaining of Capital Team Sites pages. Assist with the transition of budgetary and other data input into the Yardi system and go-forward maintenance Review Tenant Leasehold Improvement Allowance Requests. Manage and update Tenant Design and Criteria Manuals. Quarterly Forecasting coordination, maintaining schedule and reports. Track department staff absences. Create and update all department templates. Organize and expedite flow of work through department and initiate follow-up action as needed. Process and submit team expense reports in Concur with accuracy and timely follow-through, ensuring compliance with company policies and prompt reimbursement. Coordinate and manage domestic and international travel arrangements for the team, including flights, hotels, ground transportation, and detailed itineraries while proactively handling schedule changes and travel issues. Provide high-level administrative support by managing team communications, preparing meeting materials, handling invoices and vendor coordination, maintaining organized records, and ensuring smooth day-to-day operations for senior leadership and the broader team. Other duties as assigned. Your Qualifications: Minimum of two (2) years experience in a corporate, front-facing department, administrator role. Real estate, property management, construction, construction project accounting or quantity surveying experience is a plus. High school diploma or equivalent is required. Post-secondary education in a related field is an asset. Strong working knowledge of Microsoft Office 2010 software is required including advanced skills in Word, Excel, PowerPoint, and Outlook. Previous experience in P2P, Vendor Management System, PO Tracker, Clarity, Yardi, Yardi Construction Manager, Procore, and SharePoint is an asset. Experience with construction invoicing, including G703 documents, checking subcontractor lien waivers and packaging invoice summaries is a plus Strong budget management skills with experience in budget setup, tracking budgets and commitments, monitoring costs, and coordinating payments Experience coordinating construction project closeout processes, including organizing and distributing closeout documentation, preparing turnover packages, and transmitting turnover letters Commissioned Notary Public with experience notarizing documents and supporting legal, business, and administrative transactions in accordance with appl