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

The City of Toronto is transforming its multi-tenant houses licensing process by reimagining organizational structures, processes, and technology. The new process 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 a Project Coordinator to provide coordination and strategic support to this project affecting the structure of the multi-tenant houses licensing process, developing new and updating existing operational practices, procedures and information related to the multi-tenant houses licensing process and application requirements.

The Project Coordinator researches and applies best practices to enhance both internal and external customer experience. The Project Coordinator demonstrates and applies an understanding of relevant municipal and provincial policies, guidelines, standards, and procedures related 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 licensing applications with interdivisional review team members.
Coordinates completion of divisional work plans with divisional staff.
Monitors, tracks, and reports on the progress of licensing applications throughout the process and identifies applications at risk of missing process milestones.
Schedules application milestone and discussion meetings with interdivisional review team members and with applicants; and prepares and distributes meeting agendas.
Effectively manages time and priorities, coordinating a large number of applications across interdivisional review team members.
Contributes to the successful review of applications, promoting and supporting collaboration within interdivisional application review teams.
Facilitates hand-offs between City divisions in order to improve the customer experience and ensure applications are reviewed in a timely manner.
Maintains application database and tracks performance metrics related to the City-wide delivery of the application review process.
Coordinates the implementation and standardization of new City-wide licensing review processes.
Assists in the roll out of change management initiatives to support transformation and City-wide development review process improvements.
Implements detailed plans and recommends policies and procedures regarding program specific requirements.
Conducts research into assigned areas ensuring that such research considers developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government.
Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
Makes recommendations to management to support management functions and improve efficiency and effectiveness of service delivery regarding development review applications, service optimization and business process simplifications that could result in alternate service delivery, changes in staffing levels, restructuring, and resource allocation.
Monitors changes to corporate policies and procedures and determines impact on operations.
Prepares regular reports with trend analysis to management team on such issues as customer service measures and information management.
Prepares documents for management by conducting research, analysis, and scrutiny of all applicable materials.
Acts as a liaison between Municipal Licensing & Standards and other divisions, agencies, applicants, and other stakeholders with respect to the coordination of applications and operational issues to establish and maintain effective partnerships.
Researches and reports on a range of new projects and initiatives as they arise with respect to application coordination.
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 education in Business, Project Management, a field relevant to policy, 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 to implementation 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/or non-structured research or analysis with minimum supervision 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 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.

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