Permit Administration Coordinator

City of Mississauga•Mississauga, ON

11d•CA$62,228 - CA$82,974•Hybrid

About The Position

We are seeking a Permit Administration Coordinator to support and guide a dedicated Permit Administration Services (PAS) team. This is an exciting opportunity for a strong leader and problem-solver who thrives in a fast-paced environment. You will play a critical role in overseeing the full permit process—from intake to close-out—ensuring accuracy, consistency, and exceptional client service.

Requirements

Post-secondary education in Business Administration or a related field.
Minimum of five (5) years of experience in customer service roles supporting fee-paying customers, preferably in a public sector setting related to permit processing and payment handling environments.
Strong understanding of related municipal by-laws, permits and regulations.
Demonstrated experience in cash handling procedures, including reconciling daily cash and point-of-sale transactions and preparing bank deposits, with strong attention to detail and solid mathematical skills for accurate payment processing and account allocation.
Excellent interpersonal, verbal, and written communication skills, with the ability to clearly explain procedures and provide exceptional customer service.
Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, SQL) and a strong understanding of database systems and web-based applications.
Experience with Infor Public Sector Enterprise System and ActiveNet for permit processing and customer account management.
Strong analytical, troubleshooting, interpreting, and leadership skills, with the ability to develop and implement improvements to support service delivery.
Ability to work in a technical, fast-paced office environment with changing priorities, including exposure to computer keyboards and screens, may require occasional light lifting of supplies.

Responsibilities

Oversees the end-to-end processing of permit applications, extensions, revisions, and cancellations.
Ensures permit submissions are complete, compliant, and submitted in accordance with City procedures, policies and By-law.
Acts as the primary contact for online permit applications, collaborating with applicants, internal departments, and external agencies to ensure efficient and accurate permit management.
Coordinates the intake, review, and distribution of permit-related tasks among team members to maintain service standards.
Serves as the main liaison for internal and external clients, providing guidance and support related to permit processes, policies, and procedures.
Monitors and responds to inquiries in PAS/PUCC email accounts, ensuring accurate and timely communication.
Resolves customer issues with professionalism and collaborates with other teams to support client needs.
Facilitates consistent, responsive service by training new staff and supporting ongoing staff development.
Processes and documents permit-related revenues in compliance with the Fee & Charges By-law, City audit standards, and departmental financial procedures.
Ensures the accurate handling of payments, deposits, and cheques.
Liaises with Risk Management to verify insurance compliance, and upholds City standards in financial and risk-related matters.
Coordinates and administers quarterly PUCC meetings, including scheduling, agenda creation, and follow-up.
Maintains and updates Standard Operating Procedures (SOPs) to reflect current practices, support consistency, and improve workflow.
Identifies opportunities to enhance operational efficiency by collaborating with other internal teams and supporting the resolution of application-related challenges.
Provides functional guidance and task coordination to Permit Administration Services CSRs, ensuring service levels and standards are met.
Supports team performance by offering guidance on policy interpretation and process application.
Provides backup assistance across the PAS team and contributes to the onboarding and training of new staff members to promote a knowledgeable, responsive work environment.