Associate Project Manager - Avison Young

Our Story

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.

Overview

The primary responsibility of this role is to support Project Managers in efficiently managing multiple projects. This entails providing comprehensive project support from the design phase through to the completion of construction, including organizing project-related tasks and information. You will collaborate with all members of the project team as required to execute your duties and ensure everyone is well-informed and project information is well-organized.

Additionally, you will take the lead on various aspects of the projects, such as organizing meetings, documenting meeting minutes, managing costs, coordinating furniture, overseeing moves, and handling IT/AV requirements. Furthermore, you will play a key role in assisting with project closeout activities.

This position requires a high level of independence and the ability to effectively manage multiple tasks simultaneously. Strong communication, organizational, and problem-solving skills are essential for success in this role.

Responsibilities

Provide project management support to the project team. Responsible for assisting project managers, with all aspects of project controls, reporting, and execution.  

Project Responsibilities:

• Support procurement process for consultants, contractors, AV/IT, Furniture and move services including writing RFP’s, managing RFP process, preparing addendums, evaluating proposals and award recommendations
• Document on site progress through weekly or bi-weekly site visits.
• Update project schedules, with the input of the PM
• Manage Smartsheets platform including cost, schedule and risk controls modules
• Manage invoice payment process including management and tracking of actuals vs. budget and client approvals and payment notifications to service providers
• Budget and cashflow development, tracking and progress reporting
• Track the status, cost and time impacts of project RFI’s, SI’s, CCN, CO, CD’s
• Prepare and distribute meeting agendas, lead meetings and issue minutes
• Track and manage all team members actions to ensure forward progress daily
• Follow up on outstanding items and issues to ensure that they are completed in a timely fashion.
• Review consultant and construction invoices for accuracy and notify project managers of inaccuracies, issues and/or errors
• Prepare project status reports, including commentary on planned schedule vs. actual, planned budget vs. actual, site progress, submittal status, contract administration, risks & mitigation, outstanding issues, etc) and present to the project manager for review and final revisions. Distribute and present to client

Administrative Responsibilities:

• Organize and manage all project data and documentation including folder structure, Smartsheet, collaboration platforms (Box), Onenote, security, retrieval and distribution to project team
• Maintain all contract administration, submittal (shop drawings, samples) tracking logs in Smartsheet
• Set up all meetings and communication events

Business Development Responsibilities:

• Draft service proposals and help organize pursuits
• Track all pursuits
• When requested, attend industry events to represent AY Project Management
• Develop relationships with consultants and vendors
• Develop relationships with AY and outside brokers

Qualifications

• Proficient in Microsoft Word, Excel, Outlook, and Project, and Smart Sheet
• AutoCAD a plus
• Ability to read and comprehend architectural and engineering plans
• Excellent organizational & interpersonal skills
• HS Diploma or equivalent required.
• Post secondary degree in business, architectural, engineering, or related field
• Valid Driver’s License and ability to rent a car if needed to travel to sites not accessible by public transportation.

Workplace Type

Our Equal Opportunity Commitment

Our Equal Opportunity Commitment

Avison Young is proud to be an equal opportunity employer, committed to promoting diversity and inclusivity within our workforce. Our non-discrimination policy ensures that all individuals are treated equally, regardless of race, gender, religion, sexual orientation, or disability. We believe in fostering a positive and inclusive work environment that values accessibility and fair recruitment practices for all employees. We hope you will join us in committing to create a workplace that is fair, equitable, and welcoming to all.

Benefits offered to full time W2 employees:

• Traditional and Roth 401k with generous employer match and immediate vesting
• 12 weeks of Paid Parental Leave after one year of tenure
• Medical, Dental, Vision Insurance
• Company paid Life and AD&D Insurance
• Company paid Short & Long-Term Disability
• Voluntary Critical Illness and Accident Coverage
• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits
• Wellness program
• Employee Assistance Program (EAP)

Work-Life Balance:

• Competitive paid vacation days
• 2 personal/wellness days
• Paid holidays plus 2 floating holidays
• Annual volunteer day for Day of Giving