Job Summary:
As a Project Coordinator – PMO, reporting to the Manager of Capital Construction, you’ll play a pivotal role in delivering impactful projects for the City’s Corporate Real Estate Management division. Working within the Project Management Office, you’ll drive project coordination, financial tracking, procurement, and resource planning across diverse and high-impact portfolios, including:
- State of Good Repair, AODA, Small Capital, and Asset Management Projects
- Affordable Housing, Shelters, and Cultural Infrastructure
- Strategic, Multi-Million-Dollar Capital Projects
You'll be a key force in supporting project teams to boost efficiency, streamline execution, and meet KPIs—ensuring high-quality outcomes and strong team collaboration across complex, city-building initiatives.
Major Responsibilities:
- Implements detailed plans and recommends policies and procedures regarding program specific requirements.
- Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
- Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations by reviewing quotations, invoices, physical and financial progress of work packages to ensure expenditures align with approved limits.
- Supervises assigned projects, ensuring effective teamwork, communication, high standards of work quality, organizational performance and continuous learning.
- Deals with highly confidential matters such as labour relations, human resources and hiring.
- Participates in the job hiring process, contributing to the production of the practical and oral examination of staff and as a member of the interview panel, when requested.
- Makes recommendations to divisional management to support management functions and improve efficiency and effectiveness of service delivery regarding service optimization and business process simplifications that could result in alternate service delivery, changes in staffing levels, restructuring, and resource allocation.
- Identifies priorities and develops appropriate responses within the Division on issues related to assigned projects and or program implementation.
- Leads and co-ordinates the divisional response for corporate special projects/programs assigned by the Manager, Program Managers, Project Managers, Project Directors in support of the Director.
- Assists in the roll out of change management and training initiatives to support divisional transformation and project delivery process improvements.
- Liaises with divisional budget, contract award, procurement, accounting and administrative staff.
- Represents the division on Divisional and Corporate workgroup and committees
- Monitors changes to corporate policies and procedures and determines impact on divisional operations.
- Coordinates and maintains ongoing tracking and follow up on project / program directives with program and divisional management teams such as management information dashboards and program/project status reports using various software platforms for reporting.
- Coordinates completion of project and divisional work plans with divisional staff.
- Prepares documents for Divisional Management by conducting research, analysis and scrutiny of all applicable materials.
- Acts as a liaison between the project / program team and other divisions across the City, with respect to project divisional and operational issues in order to establish, maintain and develop communications with other divisions, agencies and boards to ensure effective partnerships within the corporation.
- Attends meetings, prepares agendas and meetings minutes on behalf of the Manager and Project Managers, when requested.
- Coordinates and supports the work of project/program, divisional and corporate initiatives related to the division.
- Organizes project team staff retreats, divisional team meetings, events and various communication material as required.
- Makes presentations to senior divisional staff ensuring information on divisional and corporate initiatives and policies is disseminated/understood.
- Provides direction and composes content for the project/program and division's website (internal/external), working with Communication staff through design and production.
- Communicates regularly with all operating areas of the division to assist with issues affecting the division or program, informs Project Managers, and provides support to the Manager and Project Director on issues that require divisional coordination and policy rollout.
- Recommend service optimizations, support management functions, and coordinate responses for corporate special projects. This includes tracking project/program directives, maintaining dashboards, preparing council staff reports, and creating briefing notes for senior leadership.
- Oversees the development of the project / program Plans
- Collects, analyzes, evaluates, interprets, and maintains a variety of information/data sets to support project/ program implementation including project / program data related to drawings, budget and costing, procurement using various software platforms (i.e. SharePoint ARIBA, SAP, Excel, etc.) with strong ability to create visual tools such as dashboards, tables, charts and graphs, including standard bar and pie charts, as well as more advanced types to help users analyze, visualize, and share data (IE, Power BI, Tableau).
- Provides program and project management supports to the Manager, Program Manager and Project Managers as required and by organizing interdivisional working groups, setting agendas, documenting project requirements and reporting findings in order to expedite project start-up and close-out activities in compliance with project delivery procedures.
- Coordinates project activities and provides direction to the project and program team and consultants as required. Monitors work output and ensures results are achieved within specified time frames and budget restrictions ensuring effective project communication throughout the project life cycle.
- Project Coordination to liaise with, and coordinate, technical input from divisions to define the project scope, develop project work plans and schedules with consultants, other stakeholders and external agencies.
- Supporting project controls and logs by creating, reporting and updating project control logs, such as dashboards, monthly project status updates, cost control processes, monthly cash flow analysis, and capital program reporting for capital delivery teams.
- Support procurement processes by preparing pre-tender documentation, assisting with award recommendations, and streamlining approval timelines.
- Develop and execute RFx (RFP, RFT, RFQ, etc.) packages in collaboration with Project Managers, Managers, and Directors by compiling and preparing drafts tender documents, bid analysis, reports and briefing notes for award recommendations.
- Liaise with procurement, accounting, and contract management teams to ensure timely and compliant execution of project agreements.
- Supports the administration of vendor roster agreement solicitations and tracking for project delivery staff.
- Review and validate the work of vendors to ensure adherence to their contract agreement, owner requirements, City by-laws, policies and procedures.
- Reviews changes, recording and recommending for approval, vendor progress claims in accordance with terms of contract and amount of work completed.
- Maintains records and track contract deficiencies, takes corrective actions as needed, ensures contracts are properly completed and formally handed over, and establishes and maintains warranty records in accordance with contract terms.
- Assists supervisor/project manager in handling investigations and formulating responses to inquires and complaints from project clients, staff, elected officials and community members
Key Qualifications:
- Post-Secondary diploma, certificate or degree in Project Management / Architecture/ Engineering/ and/or equivalent combination of education and experience pertinent to the job function.
- Considerable experience coordinating, supporting and facilitating small and large scale strategic projects, applying project management principles, practices and methodologies including the definition of project purpose and objective, project activities, milestones and deliverables, monitoring and tracking progress, and communication to stakeholders throughout the project life cycle.
- Experience researching, investigating and analyzing complex concepts, data, business processes, to identify best practices, make recommendations, create efficiencies and drive corporate effectiveness for improvements in service delivery.
- Excellent negotiating, conflicting resolution and problem-solving skills with the ability to gain buy-in and support from managers and senior staff on new approaches, change initiatives and implementation of best practices.
- Advanced time management and prioritization skills, including planning, organizing and coordinating projects and assigned tasks.
- Highly developed verbal communication and presentation skills, with the ability to communicate complex ideas at all levels of the organization, with advanced interpersonal skills and the ability to work collaboratively with others.
- Experience coordinating change management initiatives and organizing complex multi- stakeholder projects to successful project completion.
- Advanced skills in the corporate competencies of: Relationship Building and Political Acuity, Continuous Improvement and Innovation, Teamwork, Public Service Commitment and Customer Focus.
- Experience conducting detailed and/or non-structured research or analysis with minimum supervision, within tight deadlines.
- Excellent writing skills, with experience creating project documentation (charters, workplans, project management plan, etc.), reports, briefing notes, fact sheets, Q&A's with the demonstrated ability to write and present complex information to a variety of audiences.
- Experience reading and interpreting site plans, architectural, mechanical, electrical and structural, interior design drawings and specifications with a thorough knowledge of design and construction techniques, materials, fixtures + furnishings, life cycle costing, various codes, principles and practices related to building design and construction.
- Demonstrated knowledge of applicable codes and government legislation such as the Occupational Health and Safety Act and its regulations, the Construction Act the National Fire Code, Ontario Building Code (OBC), Construction Standards Association (CSA), Accessibility for Ontarians with Disabilities Act (AODA), and other relevant codes and regulations.
- Experience with project / program control and monitoring activities including risk analysis, cost forecast, schedule analysis, quality control, project action + decision logs and change request approval reporting.
- Demonstrated ability to exercise judgement and discretion managing confidential information
- Demonstrated ability to review, interpret, develop and prepare process maps and drawings.
- Thorough understanding of construction practices, materials and methodologies. Strong understanding of the Project Management Process and project coordination.
- Proficient with a variety of software packages including, MS Office (i.e. Word, Excel, Access, Visio and PowerPoint), project scheduling + tracking software (i.e. MS Project, Primavera P6, PowerBI), AutoCAD, Revit, SharePoint, and general knowledge of SAP with strong data analytics and spreadsheet abilities.
- Ability to travel to various work locations throughout the City of Toronto which may require a valid Province of Ontario Class "G" Driver's Licence
- Project Management Institute Certificate (PMP) would be considered an asset.
