Administrative Coordinator

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

Benefits offered by this job

Hybrid workplace

Job summary

The City of Mississauga is seeking an Administrative Coordinator to support the Facilities & Property Management division. You will partner with the Energy Management team to drive grant applications and manage administrative workflows across the Director and management team.

You will lead calendar management, financial tracking, payroll support, and reporting while coordinating with vendors and internal stakeholders.

Qualifications

• Graduation from a post-secondary program in administrative/business support with a minimum of 3 years progressive experience in an administrative role.
• Proven experience with calendar management for senior level staff.
• Proven experience with professional report writing for internal and external stakeholders.
• Strong communication skills with ability to build relationships across diverse stakeholders while maintaining discretion.
• Excellent organization and prioritization skills.
• Advanced knowledge of Microsoft Office Suite to format reports and documentation.

Responsibilities

• Research, manage and submit incentive funding applications to various entities, including IESO Save ONenergy, Enbridge, FCM, Region of Peel, etc.
• Provide operational support to the Director and Senior Management on calendar management and SAP financial tracking.
• Assist with payroll, SharePoint management, inventory, and meeting minutes.
• Support compliance and audit reviews including procurement and financial processes.
• Act as liaison between departments and outside vendors.
• Provide ad hoc assistance on projects within the section and division.
• Respond to inquiries, handle issues, and escalate as needed.
• Assess risks and implement administrative improvements.
• Prepare dynamic PowerPoint presentations and compile reports.
• Other duties as assigned.

Skills

Calendar management

Report writing

Communication skills

Organizational skills

Microsoft Office

Education

Post-secondary program in admin/support

Tools

Microsoft Office Suite

Job description

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.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.