Building Compliance & Records Coordinator

TOWN OF OAKVILLE; Oakville; On-site; CAD 65,000 - 90,000; Full time

Job summary

The Town of Oakville seeks a Building Compliance and Records Coordinator to independently coordinate inspection scheduling and eligibility, administer permit-related financials, and support regulatory compliance within the Building Department. You will ensure records accuracy, MFIPPA compliance, and effective service delivery while coordinating with Finance and external stakeholders.

You will review permits, zoning, surveys, and related documents to determine compliance, prepare enforcement

Qualifications

• Two-year diploma as listed.
• 3–5 years of municipal/public sector/regulatory experience.
• Experience interpreting building permits, zoning by-laws, site plans and related docs.
• Knowledge of Ontario Building Code Act, building permit processes and inspection procedures.
• Understanding of construction processes and industry terminology.
• Experience with privacy, compliance and regulatory requirements.
• Knowledge of records management, MFIPPA, privacy laws and records governance.
• Experience with records management, FOI processes and disclosures.

Responsibilities

• Coordinate and validate inspection requests within the municipal permitting system, ensuring approvals and sequencing.
• Review inspection histories and permit docs to support occupancy approvals, enforcement and compliance.
• Prepare enforcement docs, affidavits and materials for Orders to Comply, Stop Work Orders, etc.
• Coordinate registration of orders and maintain tracking/records.
• Research, prepare, and issue compliance reports based on municipal records and regulatory requirements.
• Review permit records, inspection histories, zoning information, surveys, legal descriptions for compliance status.
• Communicate compliance findings and guidance to owners, legal reps, builders, purchasers and others.
• Administer permit-related fees, refunds and financial transactions per by-laws and controls.
• Review refunds, resolve discrepancies, ensure audit-ready transactions.
• Liaise with Finance on complex financial matters and drive process improvements.
• Lead records management, information governance and disclosure processes per MFIPPA and policies.
• Coordinate responses to FOI requests with records searches and documentation.
• Oversee lifecycle management of departmental records; guidance on records management and privacy.
• Lead projects on records modernization, system enhancements and digital transformation.
• Serve as SME for departmental systems and applications.
• Identify and implement process improvements for better service delivery.

Skills

Analytical thinking

Organizational skills

Communication

Problem solving

Customer service

Interpersonal skills

Confidentiality

Education

Two-year Community College Diploma in Business Administration, Legal Administration, Records and Information Management, Public Administration, or related field

Tools

AMANDA

GIS

SharePoint

Bluebeam Revu

Adobe Acrobat

Microsoft Office

Job description

Job Details

Permanent Full Time (CUPE 1329)

Posting Status

Open to all current Town of Oakville employees and external applicants

Closing Date

Applications for this position must be received at oakville.ca by no later than 11:59 p.m. on November 6, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Reporting to the Manager of Policy, Training and Administration in the Building Department, the Building Compliance and Records Coordinator is responsible for independently coordinating inspection scheduling and eligibility, administers permit-related financial transactions, supports regulatory compliance, public safety, effective service delivery, records governance, information access, regulatory coordination, and financial administration within the Building Department. The role ensures compliance with applicable legislation, including the Ontario Building Code, the Building Code Act, municipal by-laws, and MFIPPA, while maintaining accurate, timely, and legally defensible records, transactions, and compliance decisions.

Job Responsibilities

Inspection Coordination & Enforcement Support

• Coordinate and validate inspection requests within the municipal permitting system, ensuring required approvals and inspection sequencing requirements have been met.
• Review inspection histories and permit documentation to support occupancy approvals, enforcement activities, and regulatory compliance.
• Prepare enforcement-related documentation, including affidavits and materials supporting Orders to Comply, Stop Work Orders, and other regulatory actions.
• Coordinate registration of orders and maintain associated tracking and records.

Compliance Reporting & Regulatory Coordination

• Research, prepare, and issue compliance reports, including liquor license applications, based on municipal records and regulatory requirements.
• Review permit records, inspection histories, zoning information, surveys, legal descriptions, and related documentation to determine compliance status.
• Communicate compliance findings and provide guidance to property owners, legal representatives, builders, purchasers, and other interested parties.

Financial Administration

• Administer permit-related fees, refunds, reconciliations, and financial transactions in accordance with applicable by-laws and corporate controls.
• Review refund requests, resolve discrepancies, and ensure all transactions are accurate, traceable, and audit ready.
• Liaise with Finance regarding complex financial matters and contribute to continuous improvement initiatives.

Records Management & Information Governance

• Lead departmental records management, information governance, and routine disclosure processes in compliance with MFIPPA, records retention by-laws, and corporate policies.
• Process routine disclosure requests, including reviewing records, determining eligibility for release, and applying privacy‑related redactions where required.
  Coordinate responses to complex disclosure and Freedom of Information requests by conducting records searches, compiling documentation, and liaising with internal departments and external agencies.
• Oversee the lifecycle management of departmental records, including storage, retrieval, retention, and authorized disposition.
  Provide guidance to staff on records management, privacy, and disclosure requirements.

Project Leadership & Continuous Improvement

• Lead and participate in projects related to records modernization, system enhancements, digital transformation initiatives, compliance reporting improvements and Building Department and corporate initiatives.
• Act as a functional subject matter expert for departmental systems and applications.
• Identify opportunities and support implementation of process improvements, efficiencies, and service delivery initiatives.

Qualifications

Completion of a two-year Community College Diploma in Business Administration, Legal Administration, Records and Information Management, Public Administration, or a related field.

Three (3) to five (5) years of progressively responsible experience in a municipal, public sector, regulatory, construction, development, or related environment.

Experience interpreting building permits, zoning by-laws, site plans, surveys, Committee of Adjustment decisions, and related documentation.

Working knowledge of the Ontario Building Code Act, municipal zoning by-laws, building permit processes, and inspection procedures.

Understanding of construction processes and industry terminology.

Experience working independently and exercising sound judgment in matters involving privacy, compliance, and regulatory requirements.

Knowledge of financial administration, fee processing, refunds, and reconciliations.

Knowledge of records and information management principles, MFIPPA, privacy legislation, and records governance practices.

Experience with records management, Freedom of Information processes, legislative compliance, and property records research.

Proficiency with AMANDA, GIS, SharePoint, Bluebeam Revu, Adobe Acrobat, and Microsoft Office applications.

Strong analytical, organizational, problem‑solving, communication, customer service, and time‑management skills.

Ability to maintain confidentiality and manage sensitive information with discretion.

Exceptional attention to detail and commitment to accuracy.

Strong ability to interpret legislation, policies, and technical documentation.

Excellent interpersonal skills and the ability to collaborate with internal and external interested parties.

A customer‑focused approach and commitment to delivering high‑quality public service.

The ability to effectively manage competing priorities and deadlines in a fast‑paced environment.

Records and Information Management certification considered an asset

DATED: October 23, 2026

The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short‑listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment process is 75%.

Wethank all applicants and advise that only those selected for an interview will be contacted.