Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Job ID #31299: Project Coordinator, Forestry & Horticulture
Union: CUPE Local 5167
Job Description ID #: 6920
Duration: Temporary Full-Time (up to 24 months)
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on Wednesday August 27, 2025.
Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reporting to the Senior Project Manager, Capital Projects Forestry & Horticulture, the Project Coordinator is an integral part of the Forestry & Horticulture Sections. The Project Coordinator will be responsible for the development of contractual specifications and preparation of requests for quotations, tenders and proposals, Additionally, the project coordinator will assist with the development of policies and standard operating procedures and will assist in project management.
The Project Coordinator monitors contract terms, purchase orders, and work assignments to ensure compliance with City Procurement Bylaws and Policies. Prepares requests for quotations, requests for tender, and requests for proposal including drafting specifications and participates in evaluation of submissions.
Provides support to the Forestry & Horticulture Sections project managers by arranging and attending on-site visits with service providers, Municipal staff and contractors.
Assist in the development, monitoring and reporting on sectional budgets.
Works within the confines of constant deadlines.
GENERAL DUTIES
Assists the Senior Project Managers, and Project Managers with project management which includes researching background information, preparing project budgets and documentation, drafting specifications, liaising with procurement, arranging implementation of project activities ensuring adherence to defined borders and timelines, preparing reports related to projects, communicating with and coordinating activities for participants in projects.
Liaises with contracted personnel, consultants, other departments, and outside agencies for appropriate co- ordination of Forestry and Horticulture operations in consultation with the Superintendents, Supervisors and Technical staff.
Monitors purchase orders, tracks expenditure against budget and reports periodically to staff.
Conducts field visits to obtain site photos and inventory to assist with site assessments.
Assists with the design and compilation of data into reports, databases, webpages, and other information and presentation tools.
Develops regular status reports on project plans, maintains project management records, inputs data, and generates schedules, creates and maintains a shared work plan.
Participates in continuous improvement initiatives.
Schedules contracts, arranges site meetings and attends as required,
Sources products, services and equipment and obtains quotations required for the timely completion of Forestry and Horticulture programs in consultation with the Superintendents, Supervisors and Technical Staff and prepares and processes required purchasing documentation.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are related to the responsibilities of the job.
QUALIFICATIONS
- Progressive experience in project coordination normally obtained through a two year college diploma specializing in project management, business, or administration or a combination of education and relevant work experience.
- Proven experience with project management theories, practices, and trends to manage contracts and projects including reviewing, approving, and implementing work plans, project budgets, and the procurement process.
- Well-developed knowledge of forestry and/or horticulture best practices, plant identification, and industry-specific theories and trends acquired through the completion of a diploma or degree in forestry, horticulture or landscaping or equivalent combination of education and work-related experience.
- Must have detailed knowledge of municipal budgets, contract administration, and project coordination through a combination of education and experience.
- Possess strong written and oral communication skills combined with highly developed analytical, conceptual, technical, and interpersonal skills, personal integrity and professional commitment.
- Demonstrated ability to write detailed specifications and prepare contractual documents.
- Previous experience as a Project Coordinator, working with multiple stakeholders, is a definite asset.
- Must be able to work independently and as a team member making sound judgment based on results of research and/or consultation and the balancing of competing interests.
- Demonstrated ability to exercise initiative and independent judgment.
- Must possess good organizational and time management skills.
- Experience in a computerized environment. Excellent working knowledge of Microsoft Office (Word, Excel, Access, Project and Outlook).
- Demonstrated ability to work well under pressure.
- Ability to organize and effectively coordinate a number of projects simultaneously.
- Able to work with all levels of the organization.
- Experience in evaluating programs and services against operational standards, service delivery, and budget requirements.
- Must possess a valid G license.
SALARY: Salary Grade J
HOURS: 35 per week
NOTE: THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
