JD#: M999

Job Number: J0826-0393

Job Title: Project Coordinator, NMRP, Facilities & Parks Delivery

Job Type: Permanent Full Time

Job Category: Government

Number Of Positions: 1

Date Posted: September 16, 2026

Closing Date: September 23, 2026

Salary: $101,168.00 - $118,351.00/Year

Hours of work: 35 hours per week

Schedule: Monday - Friday, 8:30am - 4:30pm

Union: Non-union

Vacancy Type: Existing

Eligible For AWA: Yes

Physical Location: Vaughan City Hall

Working Conditions: Inside

Position Overview

The Project Coordinator, NMRP, Facilities & Parks Delivery is responsible for providing project coordination, administrative support and financial accountability to the Facilities & Parks Delivery Department to maintain efficient management of minor capital projects.

Responsible for the planning, coordinating and reporting on Parks Infrastructure Planning & Development related projects by applying project management methodologies and supporting the analysis, evaluation and implementation of project plans and activities. Supports assigned project teams and works closely and in collaboration with other departments.

Responsibilities

Project Coordination
• Supports the project team requirements and works with the team on the delivery of objectives.
• Supports project teams to monitor and control necessary aspects of projects including integration, scope, time, cost, quality, human resources, communications, risk, procurement and stakeholders.
• Compiles estimated tender quantities, assisting in preparing tender documentation and specifications, stakeholder communications, citizen service requests retrieval, assignment and resolution tracking.
• Establishes and maintains section's progress reports; preparing and monitoring project payments certificates including change orders and budgets.
• Assesses minor project requirements and works with the Program Manager and project owners to develop plans, tenders items, specifications and recommendations.
• Works closely with the Program Manager and Project Sponsors to support translating construction methods and practices to develop cost effect solutions to issues.
• Supports management with the preparation, approval and execution of detailed project implementation plans including the comprehensive liaison between the related departments and stakeholders, budgetary and scheduling responsibilities and project, milestone and status reporting.
• Supports project teams, ensuring effective teamwork and communication and high standards of work quality.
• Supports the preparation of various reports and tracking documents including management, Committee and Council reports, presentations.
• Participates in the preparation of capital and operational budgets.
• Represents the Department/City at meetings with public, stakeholders and interdepartmental work teams, various committees and project related community consultation sessions.
• Establishes rapport and effective partnerships when consulting with departments to facilitate planning, coordination and implementation of identified projects and acts as a liaison between all stakeholders.
• Promotes standardization in areas relating to project administration, documentation, progress tracking and designs.

Administrative Support
• Provides administrative support to assigned project teams. Researches, writes, prepares and coordinates background material, presentations, and forms responses to inquiries and for meetings and reports. Takes minutes at meetings and ensures mandatory background material is provided in advance of meetings and ensures follow up on outstanding matters.
• Schedules meetings and commitments including preparing agendas, coordinating/compiling/assembling background and reference materials.
• Acts as a liaison to facilitate communication between management and staff, elected officials, outside agencies and the public by responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.
• Coordinates content for the department web page and other communications (i.e. newsletters, notifications).
• Assists with projects such as preparing from rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents and action items are followed up.
• Coordinates Fleet management as needed to ensure preventative maintenance, vehicle assignments and Fleet reporting are up to date.

Financial Accountability
• Performs financial tracking functions such as processing payables/receivables, invoices and expense claims, verifying expenditures and inputting of invoice/boots/PPE and membership claims; reports transactions and monitors.
• Requisitions, authorizes, distributes, tracks and ensures maintenance of Fleet and small tools and equipment and makes recommendations for equipment requirements and coordinates the purchase, as needed.

Qualifications and Experience
• University Degree in Landscape Architecture, or suitable equivalent.
• Minimum of three (3) years' related experience preferably in a municipal environment and at least two (2) years providing support to senior level management with emphasis on determining priorities and organizing activities of a diverse work assignment.
• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
• Thorough working knowledge of Microsoft Office applications (i.e. Word, Excel, PowerPoint, Excel, Project, etc.), coupled with proficient and accurate keyboarding skills.
• Project coordination experience in planning, designing, executing, controlling and reporting complex, multidisciplinary projects in a municipal environment.
• Experience and/or certification in business process improvement and/or change management methodologies (such as Lean, ADKAR/Prosci) would be an asset.
• Successful track record in coordinating effective project teams and developing collaborative internal and external business relationships.
• Ability to deal effectively at all levels of the organization and with political representatives, consultants, contractors and the public exercising excellent negotiation and conflict resolution skills.
• Excellent oral, presentation and written communication skills including drafting correspondence, presentations, media items and reports with ability to effectively communicate information to a variety of audiences. Demonstrated ability to research and gather information.
• Excellent interpersonal, organizational, problem solving and analytical skills; coupled with the ability to prioritize activities to successfully meet deadlines.
• Knowledge of and demonstrated ability in the City's core competencies.
• A valid Ontario 'G' driver's license, in good standing, with access to a reliable vehicle for corporate use.
• Ability to work outside normal business hours, as required.

Please note that only candidates selected for interviews will be contacted.

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