Administrative Coordinator

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.