Construction Administrator
Department: Asset Management / Operations
Reports to: Director, Asset ManagementEmployment Type: Full-time, Permanent
Salary Band: $76,000 - $80,000Location: Toronto, Ontario, with regular travel to properties across the city
Position Summary
Circle Community LandTrust is seeking an experienced Construction Administrator to lead and coordinate a diverse portfolio of repair, renovation, and capital renewal projects across our scattered-site affordable housing portfolio.
This role will manage a high volume of active construction sites simultaneously, including full-house renovations, major building system replacements, and many smaller site-specific capital projects. Projects may be at different stages of planning, procurement, construction, deficiency correction, and close-out at any given time.
Unlike a conventional multi-residential portfolio, Circle’s homes are distributed across Toronto and include a wide range of building types, ages, conditions, and construction needs. The Construction Project Manager must be able to move effectively between strategic planning and hands-on site management, maintaining clear oversight of schedules, budgets, risks, contractors, and tenant impacts across many concurrent projects.
The successful candidate will bring strong residential construction knowledge within the Toronto context, disciplined project management, and the ability to organize and prioritize work across multiple occupied and vacant homes. This role requires sound judgment, strong field presence, and a tenant-centred approach to construction delivery.
Key Responsibilities
Scope Development and Technical Coordination
- Independently conduct site visits and ability to identify the typical residential construction typologies and their associated challenges.
- Collaborate with internal staff, consultants, contractors, and technical specialists to identify repair needs and to develop detailed scopes of work.
- Review drawings, technical reports, contractor proposals, cost estimates, schedules, and recommendations.
- Coordinate building assessments, engineering reviews, permits, hazardous materials surveys, utility requirements, and other approvals.
- Support consistent technical standards across the portfolio while recognizing the unique conditions of each home.
- Identify opportunities to improve the functionality of the home, durability, energy performance, accessibility, climate resilience, water management, and long-term operating efficiency.
Procurement and Contract Administration
- Support or Lead procurement processes for contractors, consultants, suppliers, and specialized trades.
- Evaluate bids and proposals based on price, experience, methodology, schedule, capacity, quality, and overall value.
- Identify project risks early and develop practical mitigation strategies.
- Participate in contractor selection, contract negotiation, and pre-construction meetings.
- Confirm required permits, licences, insurance, WSIB documentation, clearances, and contractor records are in place.
- Administer construction contracts and ensure compliance with project requirements on our end and the contractor’s.
- Review progress billings, quotations, change orders, allowances, contingencies, and supporting documentation.
- Verify completed work before recommending payment.
- Track contractor performance across projects and identify recurring quality, scheduling, or communication concerns.
Site Oversight and Quality Control
- Conduct regular site visits across multiple active locations to monitor progress, workmanship, safety, cleanliness, sequencing, and compliance.
- Maintain a visible and consistent field presence across the portfolio.
- Verify that work meets applicable codes, permits, drawings, specifications, contracts, and Circle standards.
- Identify and document deficiencies promptly and ensure corrective work is completed within agreed timelines.
- Coordinate required inspections, testing, commissioning, and consultant reviews.
- Maintain site photographs, progress notes, inspection records, deficiency lists, and close-out documentation on a shared server.
- Confirm that each project is fully complete before close-out, including warranties, manuals, permits, inspection records, and as-built information.
- Ensure vacant homes and active construction sites are secured and appropriately monitored.
- Coordinate project handover to Maintenance and Operations teams, including training and documentation where required.
Tenant Coordination
- Minimize disruption in occupied homes while maintaining safety, quality, and project efficiency.
- Coordinate tenant access, construction notices, temporary service interruptions, relocation requirements, furniture movement, and return-to-unit planning.
- Ensure construction schedules and contractor activities are clearly communicated to affected tenants and staff.
- Ensure contractors understand and follow Circle’s expectations for respectful conduct, privacy, cleanliness, and communication in tenants’ homes.
- Respond appropriately to construction-related tenant concerns and help resolve issues in a timely and respectful manner.
Reporting
- Work closely with Asset Management, Operations, Maintenance, Resident Engagement, Finance, and other internal teams.
- Provide regular portfolio-level and project-level reports to senior leadership.
- Report clearly on progress, schedule, financial status, risks, contractor performance, decisions required, and upcoming milestones.
- Support funder, lender, board, audit, and regulatory reporting requirements.
- Maintain accurate and current project information in Circle’s asset management and project tracking systems.
Qualifications
- Diploma or degree in construction management, engineering, architecture, building science, project management, or a related field.
- Minimum five years of experience managing residential construction, renovation, capital repair, or building renewal projects.
- Demonstrated experience managing a high volume of active construction sites and concurrent projects.
- Experience overseeing full-house renovations or similarly complex residential renovation projects.
- Experience project managing deep energy retrofits, building envelope repairs, water management, accessibility features, and climate-resilient construction.
- Strong knowledge of residential construction, building systems, renovation sequencing, and construction contract administration.
- Experience preparing scopes of work, reviewing bids, coordinating trades, managing contractors, and administering change orders.
- Understanding of building codes, permits, occupational health and safety requirements, and construction industry practices.
- Strong financial management skills, including budgeting, forecasting, cost control, and invoice review.
- Strong organizational skills and the ability to maintain oversight of many active files, deadlines, contractors, and site conditions.
- Proficiency with Microsoft Office and project management or construction management software.
- Valid Ontario driver’s licence and access to a vehicle for regular travel between properties.
Preferred Qualifications
- Experience working with scattered-site housing, single-family homes, heritage properties, or older residential buildings.
- Experience working in both occupied and vacant housing environments.
- Experience in affordable housing, community housing, nonprofit housing, or the public sector.
- Experience managing bundled or portfolio-wide capital programs.
- Experience with construction management platforms, asset management systems, or digital field-reporting tools.
- Knowledge of Ontario procurement practices and CCDC contracts and a devoted interest in working within these systems.
Skills and Attributes
- Highly organized and able to manage multiple active sites, competing priorities, and changing conditions.
- Strong ability to distinguish urgent issues from longer-term priorities and allocate attention accordingly.
- Able to move between detailed site issues and broader portfolio-level planning.
- Strong practical judgment and confidence resolving construction issues in the field.
- Clear and direct communicator with contractors, consultants, staff, tenants, and senior leaders.
- Detail-oriented in relation to schedules, budgets, contracts, deficiencies, and documentation.
- Able to maintain momentum across many projects without losing sight of quality or close-out requirements.
- Calm, decisive, and solutions-focused when responding to unforeseen conditions or project delays.
- Collaborative and comfortable working across departments.
- Committed to equity, affordable housing, tenant dignity, and responsible stewardship of community assets.
Working Conditions
- Regular travel to residential properties throughout Toronto balanced with desk work for the creation of site reports and coordination.
- Frequent work on active construction sites and in occupied and vacant homes.
- Daily management of multiple active projects across different locations.
- Occasional evening or early-morning work may be required to address project schedules, emergencies, or tenant coordination.
- The role requires the ability to walk through construction sites, use stairs, and safely access basements, mechanical spaces, roofs, yards, and exterior areas.
About Circle Community LandTrust
Circle Community LandTrust is a nonprofit affordable housing provider responsible for the long-term stewardship of a large portfolio of scattered-site homes across Toronto. Circle is undertaking a significant program of repair, renewal, and reinvestment to improve the condition, durability, energy performance, and long-term sustainability of its homes.
Our work is guided by a commitment to tenant well-being, responsible asset stewardship, and ensuring that affordable homes remain safe, resilient, and available for generations to come.
Pay: $76,000.00-$80,000.00 per year
Work Location: In person
