Project Support Coordinator

Status Permanent Full-Time Temporary - Approximate length of assignment, in months Type of Position a Replacement Start Date Immediately Salary Per hour Salary Grade $43.95 - $47.77 Department York Region -> Community & Health Services -> Housing&Homelessness Services Location HHS Newmarket 17150 Yonge St - 17150 Yonge Street - Newmarket, ON L3Y 8V3 CA (Primary)

Hybrid work opportunities may apply - CA

Job Description (E) ABOUT US

Almost 1.3 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2051. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Recognized by Forbes as one of Canada’s Best Employers, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipal Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

This position is responsible for the development, coordination, distribution and maintenance of reports in support of project initiatives; compiling, analyzing, reporting and data entry from multiple systems; identifying issues related to data collection, data entry and reporting; providing support and assistance with budget tracking and variance reporting; reviewing and processing progress payments, invoices, expenses and reconciliations; responsible for tendering, scheduling, coordinating and tracking capital projects, tracking of budget and variance reporting, administering, tracking and reporting on status of purchase orders, maintaining and administering filing of records, developing, optimizing and implementing business administration processes; and assisting in the preparation of financial budgets and reports.

WHAT YOU'LL BE DOING

• Prepares, develops and maintains accurate reports through analyses and summarizing of data and information from multiple systems.
• Compiles data for management in preparation of KPI's, budget and forecasting activity; analyzes results to identify trends and variances.
• Reviews and reports on data from financial system; investigates issues and provides further information to Department management, as requested.
• Prepares and analyzes variance reports against contracts or projects.
• Prepares contract documents and purchase orders for authorization, ensures all legal documents are properly executed prior to commencement of work.
• Assist in the development of public and invitational tender packages associated with capital works program and ongoing operational contracts for distribution to proponents by reviewing, editing and organizing documentation.
• Inputs all pertinent information including budget allocations, original tender award data, progress payments, change orders, completion dates and holdback releases, monitors costs against budget and tracks variances.
• Inputs all pertinent cost and tender information related to project, monitors costs against budget and tracks variances.
• Verifies invoices against contract provisions to ensure that amounts and other terms and conditions are being respected; generates payment authorization documents and gets the appropriate sign-offs from management staff.
• Investigates issues concerning payments and reviews the resolution with the Manager responsible or with appropriate finance contact.
• Reviews and processes progress of payments and invoices received from consultants and contractors for work performed by verifying compliance with contract documents and procurement policies.
• Analyzes monthly budget variance reports to identify outlying issues; coordinates issues resolution and provides reports on outcomes, as required.
• Provides guidance, training and conducts presentations for staff related to account management, purchasing process, signing authority, etc. as required.
• Prepares memos, drafts, letters, guidelines and other correspondence.
• Performs other duties as assigned in accordance with Branch and Departmental objectives.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma in Finance, Business Administration, Accounting or related field, or approved equivalent combination of education and experience.
• Minimum three (3) years business support experience in a project management/capital projects office environment, including data analysis, tracking and reporting and related business support, coordination and implementation activities.
• Knowledge of financial systems, data tracking, report generation and project management software.
• Knowledge of budgeting process and variance activities.
• Knowledge of related legislation, policies and procurement and legal procedures related to tendering process for building construction and maintenance.
• Demonstrated ability in York Region corporate core competencies.
• Strong ability to develop relationships and work in welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.
• Solid report writing and presentation skills to deliver information to varied audiences.
• Ability to travel to off site locations as required.
• Ability to work outside regular business hours, as required. Council Approval Date Scheduled Weekly Hours 35 Scheduled Shifts Operational Hours Close Date August 19, 2026 # of Hires Needed 1 Union CUPE Local 4900 Please apply online by 5:00PM EST of the closing date indicated above.

All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.