Administrative Coordinator

As the Administrative Coordinator supporting the Director of Works Operations and Maintenance, you will play a central role within a fast-paced team dedicated to ensuring the Division’s smooth operation. In this pivotal position, you will provide comprehensive administrative and clerical support for all aspects of the Division’s services and programs. Your responsibilities will include coordinating all union-related matters, offering leadership and guidance to administrative support staff, and planning and organizing Division-wide staff recognition and team-building events.

Your strong communication skills and keen attention to detail will make you an invaluable resource to the Division’s leadership team. If you excel in a collaborative environment and are passionate about supporting a dynamic team, this opportunity allows you to make a significant impact on the delivery of the Division’s broad range of services and programs.

Reporting to the Director of Works Operations and Maintenance (WOM), the successful candidate will:

• Assist with the day-to-day administrative requirements for a wide range of ongoing activities associated with the effective operation of the Division.
• Schedule meetings, conference calls, and other events; maintain the Director’s calendar.
• Prepare agendas, maintain minutes, and action items for all regularly scheduled meetings, including WOM LT and quarterly IT Update meetings.
• Provide operational support to the team on time and labour data input, SharePoint website management, inventory management, office supplies, new staff on-boarding, and job requirement training.
• Lead the planning and execution of various annual Division-wide team building and staff appreciation events.
• Format, organize and file a variety of correspondence, corporate reports, emails, spreadsheets, memoranda, and other documents.
• Assist with the administrative review and workflow for Corporate Reports.
• Assist with the creation and maintenance of the digital file system, including SharePoint sites.
• Monitor and manage the Division’s document retention and confidentiality protocols to ensure compliance with City and legal requirements.
• Provide functional guidance and leadership to Divisional administrative support staff.
• Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person.
• Prepare and distribute regular internal communications and updates to keep staff informed about policy changes, upcoming events, and important deadlines.
• Recommend, develop and implement administrative processes/performance improvements.
• Provide ad hoc assistance on projects/initiatives within the Division.
• Maintain up-to-date contact lists and emergency notification procedures for the Division.
• Track centralized Divisional budgets and costs.
• Comply with relevant City policies.
• Perform other related duties as assigned.

• Post-secondary education in office administration or related field.
• Minimum 3 to 5 years progressive experience and responsibility in an administrative role or equivalent combination of education and experience.
• Municipal experience is considered an asset.
• Excellent administrative, planning, research, organizational, multi-tasking and time management skills are mandatory.
• Experience coordinating meetings and electronic appointment scheduling is required.
• Ability to maintain a high level of accuracy and attention to detail is essential.
• Excellent verbal and written communication skills, including proof-reading and editing skills. Proficiency in English grammar and spelling are required.
• Proficiency with Microsoft Office programs (Word, Powerpoint and Excel), are required.
• Experience with SAP, Infor and SharePoint is important and an asset.
• Demonstrated excellent interpersonal skills to communicate effectively with appropriate tact and diplomacy with all levels of management, staff, members of Council and their staff as well as with the general public.