Administrative Coordinator

City of Mississauga; Canada; Hybrid; CAD 62,000 - 83,000; Full time

Benefits offered by this job

Hybrid workplace

Civic Centre location

Job summary

The City of Mississauga is seeking an Administrative Coordinator to support the Facilities & Property Management division. You will work with the Energy Management team on grant applications and manage critical administrative tasks across multiple business lines.

You will lead planning for divisional events, coach staff, and liaise with internal teams and external vendors to ensure smooth workflows. A fast-paced environment awaits those who thrive on detail and collaboration.

Qualifications

• Minimum 3 years of progressive administrative experience.
• Experience supporting senior management and calendars.
• Strong written and verbal communication and discretion.

Responsibilities

• Research and submit incentive funding applications with various entities.
• Support Director and Senior Management with budgets, journal entries, accruals.
• Manage payroll, SharePoint, inventory, staff onboarding, and training.
• Assist with procurement, filing, and financial transactions.
• Coordinate with vendors and internal teams to ensure clear communication.
• Prepare PowerPoint presentations and reports.

Skills

Calendar management

Report writing

Communication

Organization

Microsoft Office

Stakeholder management

Education

Post-secondary program in admin/business support

Tools

SAP

SharePoint

Microsoft Office Suite

Job description

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Req ID:28640
Vacancy Type: Temporary
Contract Duration: up to 2 years
Number of Positions:1
Closing Date:10/05/2026

Job Summary

We are seeking a highly motivated and detail-oriented Administrative Coordinator to play a key role in driving operational excellence within our Facilities & Property Management (FPM) division. Reporting to the Director and working closely with five sectional managers, you will provide critical support across multiple business lines. A major focus of this role will be partnering with the Energy Management team to spearhead grant applications and ensure all submission requirements are met.

In addition to managing essential administrative functions, you will leverage advanced technical skills and strong organizational abilities to deliver strategic coordination and timely support. You will also provide leadership and coaching to support staff, fostering collaboration and continuous improvement. Acting as a trusted liaison between internal teams and external vendors, you will ensure clear communication and seamless workflow management.

Beyond day-to-day responsibilities, you will lead the planning and execution of annual divisional events that strengthen engagement and morale, making a meaningful impact on team culture. If you thrive in a fast-paced environment, excel at balancing detail with big-picture thinking, and enjoy contributing to a collaborative team, we invite you to apply.

Duties and Responsibilities

• Research, manage and submit (on City’s behalf) incentive funding applications to various entities, including IESO save ONenergy, Enbridge, FCM, Region of Peel, etc. Requires review, data gathering, report writing, interpreting drawings and collaboration with project managers, energy specialists, consultants and contractors.
• Provide operational support to the Director and Senior Management team on calendar management and SAP functions such as financial tracking of operational budgets, journal entries, accruals, allocations, draw downs, etc.
• Provide operational support to the team on payroll and exception entries, SharePoint website management, inventory management, office supplies, meeting minutes, new staff on-boarding, and job requirement training.
• Assist with compliance and audit reviews, including procurement processes, financial transactions, filing, utility bill entries, etc.
• Act as a liaison between departments/divisions and outside vendors
• Provide ad hoc assistance on projects/initiatives within the section and division.
• Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person.
• Assess risks and impact of errors, recommend, develop and implement administrative processes/performance improvements.
• Support staff with the preparation of dynamic PowerPoint presentations, organizing data and compiling reports for consumption.
• Other duties as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support, along with a minimum of 3 years of progressive experience in an administrative role, or an equivalent combination of education and experience.
• Proven experience with calendar management for senior level staff.
• Proven experience with professional report writing for internal and external stakeholders.
• Strong communication skills, both verbally and written, with the proven ability to build and manage relationships across a diverse stakeholder group (residents, employees, management and Council) while maintaining the discretion and sound judgement required to support the Director’s office.
• Excellent organization and prioritization skills.
• Advanced knowledge of Microsoft Office Suite (Word, Excel, Powerpoint) are required to accurately and efficiently format various reports, communication and other formats of documentation.

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Hourly Rate/Salary: $34.19 - $45.59 (annual salary $62,228 - $82,974)
Hours of Work: up to 35 hours
Work Location: Civic Centre
Hybrid Workplace (For full-time permanent and temporary positions)
Organization Unit: CMS/Facilities & Property Management
Department/Division/Section: CMS/Community Services Dept , CMS/Facilities & Property Management , Facilities & Property Management
Non-Union/Union: Non Union

The City of Mississauga may use artificial intelligence (AI) technology in sourcing and/or screening candidates for some positions; however, it is not used in selecting final candidates.
All personal information is collected under the authority of the Municipal Act.
Equity, Diversity and Inclusion
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.
Learn more about the City’s commitment to Equity, Diversity and Inclusion .
Accommodations
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.
If selected to participate in the recruitment, selection and/or assessment process, please complete the following Accommodation Request Form and have it emailed to [e-mail] citing the Job ID and Job Title. This will inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.