Coordinator, Engineering Technical Services

Regional Municipality of Peel • Brampton, ON

6d • CA$71,549 - CA$89,436 • Hybrid

About The Position

Reporting to the Supervisor, Engineering Technical Services, the Administrative Coordinator provides comprehensive administrative, financial, payroll, and project support to the Engineering Technical Services (ETS) division. This role is responsible for coordinating document management and records administration, supporting payroll and budget processes, maintaining administrative systems and reports, responding to internal and public inquiries, and coordinating communications related to Regional construction projects.
The Administrative Coordinator plays a key role in supporting divisional operations, continuous improvement initiatives, and business process enhancements while ensuring accuracy, confidentiality, and exceptional customer service.

Requirements

• University degree or college diploma in Business Administration, Office Administration, Administrative Studies, or a related field.
• Minimum three (3) years of related administrative experience, preferably within a municipal, engineering, construction, or technical services environment.
• An equivalent combination of education and experience may be considered.
• Strong oral and written communication skills with the ability to prepare professional correspondence and reports.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Visio.
• Demonstrated experience in payroll administration, records management, and financial administration.
• Strong customer service skills with the ability to interact effectively with residents, staff, management, and external stakeholders.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and meet tight deadlines.
• Strong attention to detail and accuracy when handling payroll, financial information, and confidential records.
• Well-developed analytical, research, investigative, and problem-solving skills.
• Ability to identify issues, recommend solutions, and implement appropriate actions.
• Strong interpersonal skills with the ability to work independently and collaboratively within a team environment.
• Demonstrated ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Commitment to maintaining confidentiality and exercising sound judgment in all aspects of the role.
• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)

Responsibilities

• Coordinate and maintain manual and digital filing systems for construction project documentation, inspection records, and research materials.
• Conduct research and prepare correspondence, reports, presentations, and communications on behalf of management and the Engineering Technical Services team.
• Monitor cost centre activities and provide administrative support for annual budget planning and financial processes.
• Coordinate promotional, educational, and divisional activities and initiatives.
• Maintain monthly reports, databases, records, and administrative systems.
• Accurately process daily timesheet information and maintain payroll records using corporate systems.
• Collaborate with supervisors and managers to ensure payroll approvals are obtained and discrepancies are resolved in a timely manner.
• Prepare labour and payroll reports to support operational and management decision-making.
• Maintain staff attendance, vacation, and sick leave records.
• Coordinate and reconcile P-Card transactions, ensuring all supporting documentation is complete, accurate, and compliant with corporate requirements.
• Allocate expenses to appropriate cost centres, departments, and projects and assist with financial tracking and reporting.
• Respond to internal and external inquiries, providing information, assistance, referrals, and follow-up as required.
• Support inquiries related to payroll, water services, capital projects, and service connections.
• Coordinate responses to public inquiries and concerns regarding Regional construction projects and work collaboratively with operational staff to facilitate timely resolutions.
• Schedule meetings, prepare agendas, coordinate logistics, record minutes, and distribute meeting materials.
• Prepare journal entries, cheque requisitions, invoices, and other financial documentation as required.
• Coordinate the preparation and distribution of construction-related communications, including water interruption notices and project updates.
• Manage office supply inventory and coordinate purchasing requirements.
• Establish and maintain efficient office procedures and administrative practices.
• Support continuous improvement initiatives and business process enhancements within the division.

Benefits

• Comprehensive Health, Dental, and Vision plan (including psychological health coverage)
• OMERS Pension Plan
• 3 weeks of vacation per year
• 3 paid personal days
• Floating holidays
• Flexible hours

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree