Materials Management Coordinator

The Materials Management Coordinator is responsible for overseeing the day-to-day operations of the stockroom, ensuring accurate inventory control, timely processing of orders, and effective coordination with internal departments and external suppliers. This role supports the uniform program, purchasing activities, and the distribution of materials for teams within the parking operations department including custodial, technical services, facilities maintenance, enforcement and office administration. The Coordinator plays a key role in maintaining a clean, safe, and organized warehouse environment while ensuring alignment with Toronto Parking Authority's standards and values.

RESPONSIBILITIES

Stockroom & Inventory Management

• Coordinate day-to-day interactions with suppliers to process material orders, confirm availability, and ensure timely delivery.
• Coordinate activities of stockroom staff including oversight of Materials Inventory Clerk.
• Monitor supplier performance and escalate delays or issues to supervisor or appropriate internal contacts.
• Manage supply order requisitions, workflow, and withdrawals of materials.
• Receive, inspect, sort, and store incoming deliveries, report discrepancies or damages to the appropriate internal contact for resolution.
• Reliably pull and process orders; restock incoming items and submit requests when stock is low.
• Maintain accurate inventory records in SAP aligned with physical stock; ensure adequate record keeping and inventory control.
• Monitor inventory levels based on forecasts and usage patterns; perform regular inventory checks, cycle counts, and stock audits to ensure accuracy and reduce discrepancies.
• Identify and resolve stock discrepancies, shortages, or overages in a timely and documented manner.
• Coordinate the handling and movement of materials and shipment of consignment to required areas based on internal requests.
• Manage material reservations and booking requests from internal teams across parking operations.
• Prepare and distribute requested items to staff, ensuring timely and accurate delivery.
• Collaborate with internal teams to align stock availability with operational needs; rotate stock and coordinate disposal of surplus items.
• Maintain a clean, safe, and organized warehouse environment; follow all safety protocols and warehouse procedures.
• Support transition to new inventory management systems and contribute to process improvements.
• Continuously evaluate and improve stockroom processes to enhance efficiency and support operational goals.
• Deliver high standards of service in accordance with TPA's Core Values, policies, and procedures.

Uniform Program

• Participate in Uniform Committee activities in accordance with the Collective Bargaining Agreement (CBA).
• Coordinate uniform ordering, booking, and distribution for staff.
• Maintain uniform inventory levels and ensure timely reordering.
• Manage uniform-related supplier interactions and ensure accurate SAP updates post-disbursement.

Purchasing Support

• Assist in the creation of Purchase Requisitions (PRs) and Purchase Orders (POs).
• Support receiving processes and ensure accurate documentation in SAP.
• Liaise with suppliers to ensure timely delivery and resolve any order-related issues.

Records Management

• Maintain accurate documentation of records storage boxes located at both head office and off-site locations.
• Ensure all records boxes are properly numbered, logged, and stored for easy reference and retrieval when they are moved from head office to off-site locations.
• Track the movement of records as they are borrowed and returned, maintaining up-to-date records of their status.
• Support organized and secure handling of archived materials to ensure compliance with internal procedures and accessibility standards.
• Perform other duties as required.

QUALIFICATIONS:

• High school diploma or equivalent.
• Post-secondary education in business administration, supply chain management, or a related field is considered an asset.
• Certifications such as CPIM, CIMP, CIME, or SCMP are considered assets.
• Minimum of 2 years of experience in inventory control, storekeeping, or warehouse operations, and familiarity with SAP or other inventory and purchasing systems.
• Strong organizational skills and attention to detail in data entry and recordkeeping.
• Excellent communication and interpersonal skills to interact effectively with staff, suppliers, and stakeholders.
• Proven ability to work independently and collaboratively with minimal supervision within a team environment, in stockroom, office, and operational site settings.
• Must be physically capable of performing duties in various climatic conditions and may occasionally be required to work evenings or weekends based on operational needs.
• Able to lift up to 50lbs.
• Internal candidates: Employees must have at least one (1) year of continuous service in their current role to be eligible for application.

About the Toronto Parking Authority

Toronto Parking Authority (TPA) is the largest municipal parking operator in North America, third largest bike share operator and largest operator of municipally owned EV charging in Canada. At the Toronto Parking Authority, we aspire to create a seamless customer experience that delivers on choice, ease, and speed through the City. We are proud to be a major strategic asset for the City in supporting Toronto's Mobility goals. Our advancements, such as enhancements to the Green P app, the expansion of Bike Share Toronto and establishment of a new systems operating centre reflect our commitment to innovation and service excellence.

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