Administrative Coordinator

Socket.dev; Mississauga; Hybrid; CAD 62,000 - 83,000; Part time

Benefits offered by this job

Hybrid workplace

Job summary

The City of Mississauga is seeking an Administrative Coordinator to support Facilities & Property Management. You will partner with the Energy Management team to drive grant submissions and provide executive-level calendar and SAP support, while coaching staff and coordinating cross‑divisional work.

You will lead event planning, optimize administrative processes, and liaise with vendors to ensure smooth operations in a fast-paced environment.

Qualifications

• Graduation from a post-secondary program in administrative/business support with 3+ years of progressive admin experience
• Proven calendar management for senior staff
• Strong report writing for internal/external stakeholders
• Solid communication skills across a diverse stakeholder group
• Excellent organization and prioritization abilities
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)

Responsibilities

• Research and submit incentive funding applications on City’s behalf with review and data gathering
• Provide operational support to Director and Senior Management (calendar management, SAP financial tracking)
• Support payroll, SharePoint management, inventory, meetings, onboarding, and training
• Assist with procurement processes, audits, and financial transactions
• Liaise between departments/divisions and external vendors
• Ad hoc project support within the section and division
• Respond to inquiries and manage information requests
• Assess risks, propose process improvements
• Prepare dynamic PowerPoint presentations and reports
• Other duties as assigned

Skills

Calendar management for senior staff

Report writing for stakeholders

Strong communication across diverse s

Organization and prioritization

Microsoft Office Suite (Word, Excel, P

Education

Post-secondary program in administrative/business support

Tools

SAP

SharePoint

Job description

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.

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. 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.