About the Project:
The Eglinton Crosstown West Extension will bring the Eglinton Crosstown LRT another 9.2 kilometers farther west, creating a continuous rapid transit line from the east end of Toronto into Mississauga. The Stations, Rail, and Systems (SRS) package encompasses the design, construction, integration, and commissioning of key project components.
Position Overview:
TRP has a current vacancy for a Stakeholder Engagement Coordinator to provide coordination, administrative, communications and issues-tracking support to the Stakeholder Engagement Lead and broader project team throughout design and construction of the ECWE SRS Project.
Working across project teams and with a diverse range of external stakeholders- including municipalities, government agencies, transit partners and other third-party stakeholders - the Coordinator will help ensure stakeholder activities, requirements, feedback and commitments are effectively coordinated and followed through.
Day to day, the Coordinator will manage engagement logistics, coordinate meetings and working groups, prepare communications and materials, maintain stakeholder records, and track decisions, actions and commitments. The Coordinator will work with technical and project teams to gather information and support timely, accurate stakeholder communications and responses.
Through this work, the Coordinator will develop an understanding of the project's technical and contractual requirements, help identify upcoming impacts and emerging issues, and flag matters requiring coordination or escalation. The role will help ensure stakeholder considerations are communicated to the appropriate project teams and stakeholders receive clear, timely information about project activities and impacts.
The successful candidate will be highly organized, curious and solutions-oriented, with strong communication skills, attention to detail and the ability to manage multiple priorities in a complex project environment.
Key Responsibilities:
Stakeholder Coordination & Administration
- Coordinate stakeholder meetings, workshops, working groups, briefings and consultations, including scheduling, agendas, materials, logistics and follow-up.
- Serve as a coordination point between project teams and external stakeholders, supporting the timely exchange of information.
- Maintain stakeholder contact lists, distribution lists, engagement records and meeting schedules.
- Support the Stakeholder Engagement Lead with stakeholder briefings, review and approval processes, and senior-level meetings.
Issues Management
- Receive, document and coordinate responses to stakeholder questions, concerns, requests and issues.
- Work with project teams and subject matter experts to gather the technical and project information required to support accurate, coordinated responses.
- Track outstanding issues and follow up with action owners, flagging overdue, unresolved or emerging matters requiring further coordination or escalation.
- Help identify recurring concerns, emerging issues and potential stakeholder impacts, and support the coordination of appropriate responses or mitigation measures.
Commitments & Action Tracking
- Help ensure stakeholder commitments and agreed outcomes are documented, communicated and tracked through project delivery.
- Maintain stakeholder commitments and action trackers, including decisions, responsibilities, deadlines and required follow-up.
- Coordinate stakeholder comments, requests and submissions and track them through established project processes.
Communications & Reporting
- Prepare stakeholder presentations, briefing materials, correspondence, reports, dashboards and meeting packages in collaboration with project teams and subject matter experts.
- Prepare meeting minutes and records capturing decisions, commitments, actions and follow-up.
- Compile stakeholder feedback and activities to support status updates, governance reporting and senior-level briefings.
- Support clear, accurate and timely communications with stakeholders regarding relevant project activities, decisions and impacts.
Stakeholder Information & Project Coordination
- Maintain the Stakeholder Register and related engagement, issues and commitments records, ensuring information is current and accurate.
- Maintain dashboards and reporting tools providing visibility into outstanding actions, commitments, deadlines and issues.
- Coordinate project team input required to support stakeholder engagement and third-party coordination.
- Maintain awareness of upcoming project activities and milestones to help identify stakeholder engagement needs and flag matters requiring additional coordination or escalation.
- Help ensure stakeholder feedback and relevant information are communicated to the appropriate project teams and tracked through established project processes.
- Support continuous improvement of stakeholder management processes, tools and templates.
Qualifications:
- Degree or diploma in Communications, Public Relations, Urban Planning, Public Administration, Political Science, Business Administration, Engineering, Community Planning, or a related discipline.
- 1–3 years of experience in stakeholder relations, project coordination, communications, administration, government relations, or a related field.
- Experience supporting infrastructure, transportation, construction, engineering or public-sector projects is preferred.
- Experience coordinating meetings, workshops, working groups, consultations or stakeholder engagement activities involving multiple stakeholders.
- Experience preparing meeting minutes, action and issues trackers, reports, presentations and briefing materials.
- Experience tracking stakeholder issues, commitments, actions and follow-up through to completion is an asset.
- Strong organizational skills with the ability to manage multiple priorities, deadlines and follow-up in a fast-paced environment.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
- Experience maintaining databases, registers, document management systems and reporting dashboards.
- Strong organizational, coordination and administrative capabilities with exceptional attention to detail and follow-through.
- Excellent written and verbal communication skills, including meeting documentation, report writing and presentation development.
- Ability to gather, synthesize and communicate complex project information clearly, concisely and professionally.
- Strong interpersonal skills and the ability to build productive working relationships across multidisciplinary project teams and diverse stakeholder groups.
- Curious and willing to develop an understanding of technical, contractual and project requirements relevant to stakeholder activities and issues.
- Proactive and solutions-oriented, with the ability to recognize emerging issues and know when additional coordination or escalation may be required.
- Sound judgment and discretion when handling confidential, sensitive or potentially contentious information.
- Ability to organize and track multiple actions, commitments, issues and deadlines simultaneously.
- Collaborative team player who can work effectively in a complex, multidisciplinary project environment.
What TRP Can Offer You:
- Competitive Salary
- Medical, dental, and vision insurance
- Employer Matching Retirement Program
- Life insurance
At TRP, we are committed to providing an environment of mutual respect where equal opportunities are available to all applicants and teammates. Accommodation is available upon request for applicants throughout the recruitment and selection process.
We thank all applicants for their interest. However, only those selected for an interview will be contacted.
