PROJECT COORDINATOR ELECTION SERVICES

City of Toronto; Toronto; On-site; CAD 87,000 - 117,000; Full time

Job summary

A municipal government in Toronto is seeking a Project Coordinator for Election Services to support all aspects of municipal elections. The role involves coordinating mail-in voting, supervising a team, and managing logistics related to the elections. Candidates must have project coordination experience and proficiency in Microsoft Office. This full-time position offers a salary range of $87,800 to $116,745 and requires working 35 hours a week with potential evening or weekend hours.

Qualifications

• Experience in project coordination in large, complex administrative operations.
• Proficiency in Microsoft Office Suite (Word, Excel, Visio, PowerPoint).
• Highly developed analytical, organizational, communication, and interpersonal skills.

Responsibilities

• Coordinate the hiring and training of mail-in voting program support staff.
• Supervise assigned projects and ensure effective teamwork.
• Develop processes for the mail-in voting program.

Skills

Project Coordination

Staff Supervision

Communication Skills

Analytical Skills

Time Management

Education

Valid Province of Ontario Class G driver’s licence

Experience in project coordination

Tools

Microsoft Office Suite

Job description

Project Coordinator – Election Services

Location: 89 Northline Road, City Clerk’s Division, City of Toronto

Job ID: 61115 | Salary: $87,800 – $116,745 | Full‑time, Temporary (11 months, Jan 2026 – Nov 2026) | Monday – Friday, 35 hours/week | Non‑Union | 2 positions open

Job Description

The Project Coordinator, Election Services, reports to the Project Manager and will support and implement all aspects of municipal elections 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.

Key responsibilities include coordination of the mail‑in voting program, supervision of up to 18 Election Assistants, logistics of the 89 Northline Road facility, and communication with internal and external stakeholders.

Major Responsibilities

• Coordinate the hiring, training and orientation of mail‑in voting program support staff.
• Supervise assigned projects, ensuring effective teamwork, communication, high standards of work quality and continuous learning.
• Lead a project team in assessment, analysis, evaluation of alternatives and resolution of issues and problems.
• Develop processes and procedures for the mail‑in voting program and alternative voting options.
• Supervise day‑to‑day operation of all assigned staff, including scheduling, work review and performance evaluation.
• Develop and maintain databases and templates for project deliverables.
• Prepare presentations, reports and communications materials for various audiences.
• Collaborate with portfolio teams to improve mail‑in voting processes.
• Support specification development and coordinate procurement requests for program items; review and analyze contracts in accordance with City by‑laws, procedures and policies.
• Conduct research to support project deliverables, including jurisdictional scans.
• Work independently and as part of a team, maintaining high quality and initiative.
• Utilize excellent interpersonal and communication skills to maintain stakeholder relationships.
• Use conflict‑resolution and problem‑solving skills to manage issues in a fast‑paced environment.
• Employ effective time‑management skills to meet tight deadlines.
• Exercise sound judgement, integrity and fairness in handling sensitive matters.
• Facilitate virtual and in‑person meetings and training sessions for City staff.
• Administer and oversee assigned budget within approved limits.
• Represent the City Clerk in meetings with internal and external stakeholders, community groups and government officials.
• Act in compliance with the Accessibility for Ontarians with Disabilities Act, Occupational Health and Safety Act, and other legislation.
• Act on behalf of the Project Manager in his/her absence.
• Work evenings, statutory holidays and weekends as required.

Key Qualifications

• Experience in project coordination in large, complex administrative operations, meeting stakeholder requirements and strict deadlines.
• Proven hiring, training, scheduling, coaching and supervising staff in a fast‑paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Visio, PowerPoint).
• Experience compiling and analyzing high‑volume metrics and statistics to influence data‑driven decision making.
• Valid Province of Ontario Class G driver’s licence; eligibility for city equipment operating permits.
• Experience working collaboratively in a diverse team, delivering integrated projects under applicable legislation, policies and procedures.
• Highly developed analytical, organizational, communication and interpersonal skills; able to communicate across all levels.
• Ability to exercise independent judgement and discretion with confidential or sensitive matters.
• Knowledge of election processes, related legislation and interdependencies of large scale projects (asset).
• Familiarity with FOIP, Collective Agreements, Ontario statutes, OHS Act, Accessibility Act, employment standards, labour and human rights legislation.
• Broad understanding of government and the City Clerk’s role in managing multiple elections.
• Ability to work evenings, statutory holidays and weekends.

Equity, Diversity, and Inclusion

The City is an equal‑opportunity employer, dedicated to fostering an inclusive workplace that reflects the diverse residents we serve. Learn more about the City’s commitment to employment equity.

Information Session

Join us virtually on December 16, 2025, from 12:00 PM – 1:00 PM Eastern Time. Register here: https://events.teams.microsoft.com/event/ee2ef226-be64-4d6e-9c8b-3757516f6205@f0bc8ec6-9ed8-4d0c-9189-411ad949cc65

City of Toronto employees must apply to full‑time or part‑time employment opportunities posted on the City’s Internal Job Posting Portal.