Project Coordination

Annual in-suite HVAC maintenance across 300 units

Role

Project Coordinator (Condo Administrator)

Timeline

Annual project · 5-day delivery window

Overview

Coordinated the building’s annual in-suite fan coil filter replacement and HVAC maintenance program for a 300-unit residential condominium in downtown Toronto. Suite entry was required in every home, so the project depended on budget approval, clear communication with 600+ residents, controlled access, and close daily tracking with the HVAC vendor to finish within a five-day window. Every unit that couldn’t be accessed as scheduled meant a return visit costing the corporation more than $200 in vendor charges plus a two-hour minimum for a security escort, so first-time access was the main driver of cost and schedule.

Project at a Glance

Scope

300 suites, 600+ residents

Schedule

5 days, ~60 units (five floors) a day

Daily crew

2 vendor technicians + 1 security escort

Cost of a missed unit

$200+ per return visit (2-hour minimum at $120/hr plus travel and materials), plus a security escort at a 2-hour minimum ($28/hr + tax)

Project Goals

• Make sure all 600+ residents knew the suite-entry schedule and how to prepare
• Complete the work in all 300 units within five days
• Track progress daily and keep the project on schedule
• Keep regular communication with the HVAC company’s Project Manager
• Identify and resolve issues or delays as quickly as possible

Key Activities

• Obtained the work order and quotation from the vendor, reviewed costs against the corporation’s approved budget, and secured approval from the Property Manager and Board Treasurer
• Built the schedule around daily capacity: two technicians and one security escort completing about 60 units (five floors) a day
• Sent electronic suite-entry notices to all residents with a preparation checklist (clear access to fan coil units, arrange care for pets)
• Posted hard-copy notices in the elevators, mailroom, lobby and front desk so every resident received the information
• Arranged security escorts for technicians entering suites when residents were not home, following the building’s access procedures
• Tracked daily progress with the HVAC Project Manager: technicians on site, floors and units completed, and units that could not be accessed
• Logged every access issue and its cause (resident illness, blocked units, locks changed without notifying Management) for follow-up and future planning
• Minimized return visits, each costing $200+ in vendor charges plus a two-hour minimum security escort, through clear preparation checklists and early follow-up with residents
• Grouped any return visits (up to five a day) to make the best use of vendor and security time
• Stated in resident notices that residents who changed their locks must provide access, so the corporation didn’t pay the $260-per-unit cost of a contractor lock change
• Obtained the final report from the HVAC Project Manager and documented outstanding deficiencies and units needing return visits

Outcomes

• All 300 units completed within the planned five-day schedule (~60 units a day)
• 600+ residents informed through digital and physical notices, with minimal disruption
• Fewer than 10 of 300 units needed a return visit (about 97% completed on the first visit), avoiding $200+ in vendor costs plus security time for each unit accessed the first time
• Locked-suite access handled under resident-responsibility policy, avoiding $260-per-unit contractor lock changes
• Documented close-out with a deficiency list for follow-up and a record for next year’s program

Skills Applied

• Project Planning & Scheduling
• Resource & Capacity Planning
• Budget Review & Cost Control
• Vendor Coordination
• Stakeholder Communication
• Progress Tracking
• Issue Logging & Resolution
• Project Close-out