Building Compliance & Records Lead

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

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