Uniform Program Coordinator

Metrolinx

5d•Onsite

About The Position

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario. At Metrolinx, equity, diversity and inclusion are essential to living our values of serving with passion, thinking forward and playing as a team. This role is an in office contract position (5 days per week) based at our Steeprock Garage. Our team is highly collaborative, and much of our work benefits from in person co creation, relationship building, and hands on partnership with leaders across the organization. We offer flexibility in start and end times while maintaining core business hours for shared availability across the team. Please note that this role requires employee to work out of Steeprock and Streetsville Garage This is a short term contract role upto 6 months. Our Bus Business & Strategy Office is in need of a Uniform Coordinator to administer the corporate-wide uniform program (including but not limited to Bus, Safety and Security, Station Operations and UP Express) and related processes to ensure timely outfitting of all uniformed staff and provides administrative support services (e.g. compiling, inputting, tracking and reporting on a variety of data/information, generating communications materials/correspondence, responding to inquiries) to the Supervisor, Administration.

Requirements

Completion of a college diploma in business administration or a related discipline – or a combination of education, training and experience deemed equivalent.
Demonstrated years of experience providing administrative support to a busy administrative program (e.g. experience with record keeping, both hard copy and electronic, tracking and reporting of data/information).
Interpersonal, customer service, and oral/written communication skills to respond to or direct enquiries, resolve routine problems, interact with and provide support to all staff levels, vendor of record and to generate a variety of correspondence, bulletins, reports and documents.
Prior experience with or the ability to interpret and apply collective agreements and vendor contract terms and conditions
Knowledge of recordkeeping and bookkeeping processes and procedures to track invoices and expenses, uniform orders and deliveries, and prepare routine reports.
Experience with computer applications (e.g. MS Outlook, Word, Excel) databases, tracking systems, and other application software.
Planning, organizing, and coordination skills to plan, prioritize, and organize work assignments to meet deadlines and achieve assigned objectives.

Responsibilities

Administers the staff uniform program for annual/semi-annual renewal, new hires, and as required, to ensure staff (both union and non-union) receive uniforms in a timely fashion.
Liaises with vendor of record and Division Managers to coordinate logistics and requirements associated with accurate and timely orders for all uniformed staff; receives and reconciles orders and tracks outstanding orders, deliveries and deficiencies/complaints/resolutions in an electronic tracking system.
Reviews and monitors deliveries for quality control ensuring uniform quality, quantity, packaging, sizing and delivery timelines align with individual orders as well as the vendor contract terms and conditions.
Coordinates the storage, delivery and distribution of all uniforms to staff/divisions to ensure uniforms are issued in a timely fashion and according to the requirements of the applicable collective agreement(s).
Prepares information bulletins, correspondence and other communication materials to communicate uniform program and related information to uniformed staff.
Liaises with front line union and non-union uniformed staff to respond to inquiries and ensure uniform and related requirements are met during the ordering process.
Reviews and interprets collective agreements to control and monitor uniform allotments, ensuring compliance with applicable terms and conditions.
Tracks, responds to and resolves routine complaints around uniform ordering entitlements, errors or deficiencies in orders received, and escalates more complex/contentious issues to the supervisor.
Liaises with Managers across the organization to provide updates and status reports on uniform orders.
Identifies and recommends methods for ongoing process improvements associated with the uniform program to ensure optimal efficiency and effectiveness. Identifies administrative program deficiencies, supply change problems and escalates to the supervisor for resolution.
Maintains electronic tracking system for uniform orders/entitlements, entering and maintaining relevant data in the system (e.g. uniform measurements) while ensuring confidential and sensitive information remains secure. Extracts data/information from electronic tracking system and produces routine reports for the supervisor.
Provides administrative support to the supervisor.
Other duties as assigned