Job Information
City of Toronto PROJECT COORDINATOR in Toronto, Ontario
PROJECT COORDINATOR
Job ID: 54049
Job Category: Project Management
Division & Section: Municipal Licensing & Standards, MLS Rental Standards Services
Work Location: Etobicoke Civic Centre, 399 The West Mall
Job Type & Duration: Full-time,Permanent
Salary: $86,716.00 - $112,355.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 17-MAR-2025 to 31-MAR-2025
TheCity of Torontoistransformingitsmulti-tenant houses licensing process by reimagining organizational structures, processes, and technology.The newprocess aims to provide operators of new multi-tenant houses an efficient, clear, and transparent, experience when applying for a new license.
Municipal Licensing & Standards is hiring aProjectCoordinator to provide coordinationandstrategicsupport to thisprojectaffectingthe structure of the multi-tenant houses licensingprocess, developingnew and updatingexisting operationalpractices, procedures andinformationrelatedto the multi-tenant houses licensing processand application requirements.
The Project Coordinator researchesand applies best practices toenhance both internal and external customerexperience.TheProjectCoordinator demonstratesand applies anunderstandingof relevantmunicipalandprovincial policies, guidelines, standards,andproceduresrelated to Chapter 575, Multi-Tenant Houses.
The City of Toronto’s Municipal Licensing & Standards Division is hosting a 60-minute Information Sessions for the Project Coordinator position. The detail is provided below.
All applicants interested in this position are encouraged to attend. During the session, the Management of the Municipal Licensing & Standards Division will provide insights into the role and its responsibilities. A Q&A period will follow.
Information Session: Monday, March 24, 2025, 1:00 PM
Link: https://toronto.webex.com/toronto/j.php?MTID=m7a6e1a395e3bc6644abac09e9e6efbb5
Major Responsibilities:
Acts as primary liaison between applicants and other City divisions to ensure application meets all licensing requirements.
Coordinates the review of licensingapplications with interdivisionalreview teammembers.
Coordinates completion of divisional workplanswith divisionalstaff.
Monitors, tracks, and reports onthe progress of licensing applicationsthroughout the processand identifies applicationsat riskof missing process milestones.
Schedules application milestone anddiscussion meetingswithinterdivisionalreview team members and with applicants; and preparesand distributes meeting agendas.
Effectively managestimeandpriorities, coordinating a large number of applications acrossinterdivisionalreviewteam members.
Contributes to thesuccessfulreviewofapplications, promotingandsupporting collaborationwithininterdivisional application reviewteams.
Facilitates hand-offsbetween City divisions in order toimprovethe customerexperienceandensure applications are reviewed ina timely manner.
Maintainsapplicationdatabase and tracks performance metrics related to the City-widedelivery of theapplicationreviewprocess.
Coordinates the implementation and standardization of new City-wide licensingreviewprocesses.
AssistsintherolloutofchangemanagementinitiativestosupporttransformationandCity-widedevelopment review process improvements.
Implementsdetailed plans and recommends policies and procedures regarding programspecificrequirements.
Conducts research into assigned areas ensuring that such research considersdevelopments withinthe field, corporate policies and practices, legislation, and initiatives by otherlevels of government.
Supervises assigned projects, ensuring effective teamwork and communication,high standards of workquality and organizational performance and continuous learning.
Makes recommendations to management to support managementfunctions and improveefficiency and effectiveness of service delivery regarding developmentreview applications,service optimization and business process simplifications that couldresultinalternate service delivery,changesinstaffing levels,restructuring,andresource allocation.
Monitors changes to corporate policies and procedures and determinesimpact onoperations.
Prepares regular reports with trendanalysisto management team onsuch issues as customer servicemeasures and information management.
Prepares documents for management byconductingresearch,analysis, and scrutiny of all applicablematerials.
Acts as a liaison between Municipal Licensing & Standardsand otherdivisions,agencies,applicants,and otherstakeholders with respect to the coordination ofapplications and operationalissuesto establishand maintain effective partnerships.
Researches and reportson a range ofnew projectsandinitiativesas they arise withrespectto applicationcoordination.
Supports modernization and digitization efforts by participating in meetings and discussing ways to optimize existing processes, testing new technology functions and features, and making decisions on system enhancements to improve and streamline coordination across divisions.
Key Qualifications:
Post-secondary educationin Business, Project Management,afield relevant topolicy, public administration,or an equivalent combination of education and experience.
Experience working with workflow tracking systems such as AMANDA, IBMS, or equivalent business systems to track, manage, and analyze data-driven processes.
Experience with coordinating complex projects from inception toimplementation with the ability to engage and collaborate with diverse stakeholders, navigate challenges, and drive projects within deadlines.
Well-developed customer service skills with ability to establish effective working relationships with all stakeholders, employees, sections, or outside agencies.
Demonstrated analytical skills in assessing and reviewing information, standards, and services to identify best practices and opportunities for improvements in service delivery.
Exceptional written and verbal communication skills, with the ability to present, facilitate, and convey complex technical information in a clear and engaging manner.
Ability to conduct detailed and/ornon-structured researchoranalysiswithminimumsupervision within tight deadlines.
Strong problem solving, project coordination skills and the ability to exercise independent judgement in dealing with technical matters and initiating creative solutions.
An ability to provide senior management with appropriate timely updates and/or reports.
Strong understanding and adherence to ethical standards, ensuring transparency, integrity, and accountability in all aspects of the role.
Knowledge of relevant by-laws and government legislation related to business licensing, permitting and enforcement with the ability to interpret complex language.
Note To Current City of Toronto Employees:
City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .