Reporting Coordinator

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 Reporting Coordinator.

TRP is seeking a Reporting Coordinator to support the development, coordination, consolidation and distribution of project reporting across the ECWE SRS project.

The Reporting Coordinator will collect, validate, organize and consolidate information from project teams including Project Controls, Engineering, Construction, Commercial, Procurement, Quality, Health & Safety, Environmental, Document Control and Testing & Commissioning.

The role will support the preparation of recurring internal and external reports, dashboards, presentations, performance summaries, trackers and management information. The Coordinator will help ensure that project information is accurate, current, consistent and presented in a clear and useful format.

The successful candidate will be highly organized, detail-oriented and comfortable working with large volumes of project information and multiple deadlines. They will be required to follow up with technical and project teams, identify missing or inconsistent information, maintain reporting databases and trackers, and support continuous improvement of reporting processes.

This role is well suited to an individual with experience in project reporting, project controls, construction administration, data coordination, document control or project administration within a major infrastructure, transit, construction or engineering environment.

Key Responsibilities:

Project Reporting Coordination

• Coordinate the preparation and submission of recurring project reports in accordance with established reporting calendars and deadlines.
• Collect reporting inputs from multiple project functions and work packages.
• Consolidate information into standardized reporting templates and management reports.
• Maintain reporting schedules, calendars, submission deadlines and distribution lists.
• Track outstanding reporting inputs and follow up with responsible teams.
• Review submissions for completeness, consistency and obvious data discrepancies.
• Escalate missing, late or inconsistent information to the appropriate project lead.
• Support the preparation of daily, weekly, monthly and ad hoc reporting requirements.
• Maintain clear records of reporting submissions, revisions and approvals.

Project Performance Reporting

• Support reporting on key project performance indicators and milestones.
• Compile information related to schedule progress, construction progress, engineering deliverables, procurement, commercial activities, quality, safety, environmental performance and project risks.
• Maintain project performance trackers and reporting databases.
• Assist with identifying trends, variances, recurring issues and areas requiring management attention.
• Support the preparation of progress summaries and management-level reporting packages.
• Coordinate updates to project dashboards and performance visuals.
• Ensure reported information is traceable to the appropriate source.

Construction & Progress Reporting

• Collect construction progress information from site teams and work package leads.
• Coordinate updates related to work-front progress, completed activities, upcoming activities and key milestones.
• Support reporting for stations, tunnels, elevated guideway, rail, systems, utilities and associated infrastructure.
• Coordinate photographs, progress information, quantities and supporting documentation for reporting purposes.
• Maintain construction progress trackers and reporting logs.
• Assist with identifying discrepancies between reported progress and supporting project information.
• Coordinate with construction teams to obtain timely updates.

Schedule Reporting Support

• Support the Project Controls and Scheduling teams with schedule reporting activities.
• Coordinate schedule status updates and supporting information from project teams.
• Assist with reporting on planned versus actual progress.
• Track key milestones, upcoming activities and schedule-related actions.
• Maintain schedule reporting trackers and milestone logs.
• Support preparation of schedule performance summaries and presentation materials.
• Assist with gathering information regarding delays, constraints, upcoming activities and recovery actions.

Project Controls & Data Coordination

• Coordinate data inputs from project controls systems and functional teams.
• Maintain reporting datasets and structured project information.
• Assist with reconciliation of information between different reporting sources.
• Support data-quality checks prior to publication of reports.
• Identify duplicate, missing, outdated or inconsistent information.
• Maintain standardized reporting definitions, templates and data structures.
• Support development and maintenance of reporting databases and trackers.
• Assist Project Controls with recurring reporting and information requests.

Dashboard Development & Maintenance

• Support the development and maintenance of project dashboards.
• Prepare charts, tables, graphs and other visual representations of project information.
• Update dashboards using validated project data.
• Assist in developing meaningful KPIs and reporting metrics.
• Support Power BI or similar business intelligence reporting tools.
• Coordinate dashboard updates with source data owners.
• Ensure dashboard information reflects the latest approved project information.
• Assist with improving the usability and consistency of project reporting dashboards.

Management Reporting

• Support preparation of project management presentations and reporting packages.
• Prepare concise summaries of project status, performance, key activities and emerging issues.
• Develop reporting tables, charts and presentation materials.
• Coordinate inputs for senior management meetings and project reviews.
• Track actions and information requests arising from reporting and management meetings.
• Support preparation of information for Metrolinx, project partners and other authorized stakeholders, as required.
• Ensure confidential or commercially sensitive information is handled appropriately.

Reporting Templates & Processes

• Maintain standardized project reporting templates.
• Assist in developing new reporting templates and tools as project requirements evolve.
• Document reporting processes, data sources and submission requirements.
• Identify opportunities to streamline repetitive reporting activities.
• Support automation of recurring reports where practical.
• Help establish consistent reporting practices across project functions and work packages.
• Participate in continuous improvement initiatives related to project information and reporting.

Data Quality & Validation

• Review reporting information for completeness, accuracy and consistency.
• Perform basic data validation and reconciliation.
• Compare information across reports, trackers and project systems to identify discrepancies.
• Follow up with data owners to resolve inconsistencies.
• Maintain source information and supporting documentation for reported metrics.
• Ensure reporting information is appropriately dated and version-controlled.
• Maintain clear audit trails for key project reporting information.

Risk, Issues & Actions Reporting

• Support maintenance of project risk, issue and action trackers.
• Coordinate updates from responsible discipline leads.
• Track action owners, due dates, status and outstanding items.
• Prepare summaries of overdue, emerging or high-priority actions.
• Assist with reporting trends and recurring issues.
• Escalate overdue or incomplete information to appropriate project leads.

Document & Information Management

• Maintain reporting records in accordance with project document control requirements.
• Ensure reports, dashboards, presentations and supporting information are appropriately named, stored and version-controlled.
• Coordinate with Document Control to ensure reporting deliverables are properly managed.
• Maintain reporting registers and distribution records.
• Ensure superseded reports and templates are appropriately controlled.
• Support retrieval of historical reporting information when required.

Cross-Functional Coordination

• Work closely with Project Controls, Construction, Engineering, Commercial, Procurement, Quality, HSE, Environmental, Systems and other project teams.
• Establish effective working relationships with reporting data owners.
• Coordinate information across multiple project disciplines and work packages.
• Follow up professionally and consistently to meet reporting deadlines.
• Assist teams in understanding reporting requirements and deadlines.
• Support alignment of project information across different functional areas.

Ad Hoc Reporting & Analysis

• Prepare ad hoc reports and information summaries requested by project management.
• Perform basic analysis of project data to identify trends and variances.
• Extract and organize information from project systems and databases.
• Support special reporting initiatives and management requests.
• Assist with preparation of briefing materials, executive summaries and project presentations.
• Provide timely responses to information requests while maintaining data accuracy.

Qualifications:

• Post-secondary education in Business Administration, Project Management, Construction Management, Engineering Technology, Data Analytics, Project Controls or a related discipline.
• 3–7 years of experience in project reporting, project controls, construction administration, project coordination, data coordination, document control or a related role.
• Experience working within major construction, infrastructure, transportation, transit, engineering or other complex project environments.
• Experience coordinating information from multiple departments, disciplines or work packages.
• Experience preparing recurring project reports, dashboards, trackers or management presentations.
• Experience working with large volumes of project information and multiple reporting deadlines.
• Experience in a Design-Build, Progressive Design-Build, P3, EPC or similar project environment is considered an asset.
• Experience supporting major transit or transportation infrastructure projects is considered an asset.
• Experience working with project controls, construction progress reporting or schedule information is considered an asset.
  

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.