PROJECT COORDINATOR (EVENT SUPPLIES AND LOGISTICS) ELECTION SERVICES

Job ID: 56257

• Job Category: Project Management
• Division & Section: City Clerk's, City Clerk's Elections Services
• Work Location: 89 Northline Rd. Hybrid available from August 2025 – May 2026, Onsite required June 2026 – November 2026
• Job Type & Duration: Full-time, 2 Temporary vacancies (15 months)
• Salary: $87,800-$116,745 
• Shift Information: Monday to Friday, 35 hours per week, evening and weekend work required closer to election event
• Affiliation: Non-Union
• Number of Positions Open: 2
• Posting Period: 09-May-2025 to 26-May-2025
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If you are interested in learning more about the Toronto Elections’ Project Coordinator (Event Supplies and Logistics) roles, you can participate in a virtual WebEx information session with Kelly Hilbig, Manager Toronto Elections and Julia Madden, Project Manager Toronto Elections on May 13, 2025 from 12:00–1:00 pm.

You will have the opportunity to ask questions related to the position, working for the City of Toronto's City Clerk’s Office and Toronto Elections, as well as the City's application process.

Please register to participate in the information session using this link: https://toronto.webex.com/weblink/register/r07718f894916d0ad513d77f7a9d73b15

Please note: Your name and email are required for registration, but they will remain private during the session.

Job Description:

The Project Coordinator, Election Services, under the direction of the Project Manager, Election Services, will support and implement all aspects of the municipal election and by-elections, including referenda, recounts and contract elections, on behalf of the City Clerk, City Council, four School Boards and the Minister of Municipal Affairs and Housing. As a member of the elections team, the Project Coordinator Election Services is expected to support the election team in their initiation, planning and implementation of election projects and events.

As part of the Election Warehouse team, the Event Supplies and Logistics Project Coordinators will report to the Project Manager, Supply Chain Management. The coordinators will lead activities in the procurement and assembly of over 2 million election supplies and ballots, the staging, deployment and return of election supplies and equipment at over 1450 locations and will provide work direction and supervision to a team of up to 12 election assistants working in the Election warehouse.

Major Responsibilities:

• Supervises the day-to-day operation of all assigned warehouse staff including the scheduling, assigning and reviewing of work.
• Supervises various aspects of the election warehouse operations including:
  • Inventory/asset management using asset management database and tracking systems
  • Assembly, distribution and retrieval of all election supplies and equipment
  • Preparation, set up and strike of advance vote and election day voting locations
  • Fleet and transportation requirements including city wide contracted supply delivery coordination.
• Coordination of decentralized election night receiving at multiple location across the city and at the Elections warehouse
• Documentation of chain of custody for designated critical election supplies and equipment.
• Assists in the hiring, training and orientation of warehouse staff.
• Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Supports the development of specifications and coordinates requests for information/ proposals/ quotations for election supply items.
• Reviews and analyzes contracts on behalf of Election Services in accordance with City by-laws, procedures and policies.
• Provides input into, and administers, assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations, including management of external parts & service contracts.
• Works effectively both independently and as part of a team and produces high standards of work quality; takes initiative to direct own and other's activities.
• Exercises effective interpersonal, conflict-resolution, and problem-solving skills to manage issues and de-escalate situations in fast-paced high-stress environment.
• Utilizes effective time management skills to complete tasks within tight deadlines while managing competing priorities and multiple requests.
• Exercises sound judgement, integrity and fairness in dealing with sensitive and controversial matters.
• Provides expertise in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
• Understands and acts in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and all other relevant legislation and associated regulations.
• Acts on behalf of the Project Manager, Election Services, in his/her absence.
• Works evenings, statutory holidays and weekends as required.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Experience in project and/or event coordination with proven success in supporting work teams in large complex administrative operations and implementing strategic and business work plans while meeting numerous stakeholder requirements and strict deadlines.
2. Experience in warehouse management including logistics, inventory, asset management and maintenance, distribution, event management and supply chain logistics.
3. Experience in purchasing and logistics and ability to follow City of Toronto purchasing policies and procedures to procure and secure supplies and services.
4. Considerable experience hiring, training, scheduling, coaching and supervising staff including monitoring performance in a fast-paced environment.
5. Considerable proficiency in Microsoft Office Suite including (Word, Excel, Visio, PowerPoint). Experience with asset management software an asset.
6. Possess and be able to maintain a valid Province of Ontario Class "G" Driver's License and must qualify for the City's equipment operating permits and requirements.
7. Highly developed interpersonal, conflict resolution, problem solving and communication skills with the ability to work collaboratively in a diverse team environment to ensure successful delivery of all integrated projects.
8. Ability to exercise independent judgement and discretion in handling matters of confidential and/or sensitive in nature.
9. Work experience in multiple facets of an Election event including the understanding of related legislation and the interdependencies of large-scale election projects, is an asset.
10. Familiarity with Municipal Freedom of Information and Protection of Privacy Act, Collective Agreements, Ontario Statues, including Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, employment standards, labour and human rights, and other applicable government legislation.
11. Broad understanding of government and the independent role of the City Clerk in managing multiple elections.
12. Ability to work evenings, statutory holidays and weekends as required.

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 to employment equity.

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’s Hiring Policies and Accommodation Process.