Coordinator, Administrative Services

Job Description:

JOB TITLE: Coordinator, Administrative Services
DEPARTMENT: Community Services
POSTING NUMBER: 106750
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 35 hour workweek
LOCATION: Hybrid Model*– when working onsite, you will report to the location of Fire Headquarters.
SALARY GRADE: 5
HIRING SALARY RANGE: $88,458.00 - $++,516.00 per annum
MAXIMUM OF SALARY RANGE: $110,573.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: May 1, 2025
CLOSING DATE: May 7, 2025

AREA OF RESPONSIBILITY:

Reporting to the Division Chief of Administrative Services, the Coordinator plays a key role in ensuring the seamless administrative services of Brampton Fire & Emergency Services (BFES) by overseeing daily workflows, programs, processes, and project initiatives. This position provides direction and guidance to maintain efficient service delivery while upholding operational priorities and corporate standards.

Leading a team of administrative professionals, the coordinator oversees and streamlines administrative services, ensuring executive-level support for the Fire Chief, Deputy Chiefs, and the BFES management team. Operating in a fast-paced, confidential environment, this role requires a results-driven and community-focused approach.

As a key point of contact, the coordinator engages regularly with operating areas, senior leadership, and external stakeholders, requiring professionalism, discretion, and strong political acumen. Exercising independent judgment, this role manages routines, conducts research, drives projects, and provides strategic guidance to enhance administrative operations and business services.

LEADERSHIP AND TEAM DEVELOPMENT
Lead and support the BFES administrative team to ensure smooth operations and recognize contributions.
Uphold the organization’s values and core competencies.
Foster a positive, high-performing work environment.
Assign and schedule time-bound tasks.
Identify training needs and coordinate professional development.
Organize team-building activities to strengthen workplace culture.

ADMINISTRATIVE COORDINATION
Provide executive support to the Fire Chief, and the Fire Management Team (FMT).
Assign and oversee financial processes, including payroll, billing, invoicing, payments, P-Cards, vendor management, and budgeting.
Oversee and prepare confidential documentation and correspondence.
Support and coordinate annual medical assessments for eligible staff members.
Support recruitment, onboarding, training, development, and performance evaluations.
Facilitate approvals of policies, procedures and processes
Communicate and implement policy changes.
Support technology and space planning initiatives.
Manage physical and electronic records and tracking reports.
Oversee and support internal/external web pages and collaborative team sites
Coordinate schedules, meetings and minutes.
Plan and execute department events.

OPERATIONAL SUPPORT
Monitor and audit administrative functions, ensuring compliance, effectiveness, service standards and key performance indicators.
Assist with annual budget submissions, service planning, work plans, and performance measures.
Ensure efficient task management and documentation accuracy.
Update policies, SOPs, and service standards.
Coordinate workforce scheduling and enable capacity and performance.
Oversee the administrative team’s support of fleet operations, fire station maintenance, and supply coordination.
Research and analyze workflows and implement process improvements.
Develop tools and training materials for process improvements.
Ensure financial oversight and budget compliance.

COMMUNICATION AND REPORTING
Keep leadership informed about key issues.
Assist with presentations, policy updates, briefing notes, council reports, and customary reports.
Manage internal memos, corporate reports, and information requests.
Provide all-staff updates on initiatives, policy changes, and service levels.
Handle confidential communications with discretion.

CUSTOMER SERVICE
Maintain a customer-centric approach and anticipate service needs.
Exercise discretion for personal and confidential matters.
Respond to inquiries, prioritize requests, and escalate issues when necessary.
Resolve complex customer concerns and policy issues.

CORPORATE CONTRIBUTION
Support employee recognition programs and corporate initiatives.
Ensure administrative processes align with broader organizational goals.
Participate in training and software updates.
Represent BFES in cross-functional planning efforts.
Stay updated on policies, legislation, corporate procedures, and collective agreements.
Assist with special projects and strategic initiatives.

STAKEHOLDER RELATIONSHIPS
Build and maintain relationships with internal and external partners.
Coordinate with union executives and management on workforce matters.
Represent the department in corporate and external engagements.
Act as the primary contact for administrative and operational functions.
Support senior leadership and collaborate with other departments as needed.

SELECTION CRITERIA:

EDUCATION:
Post-secondary degree or diploma in Business Administration, Administration, or related field.

EXPERIENCE:
3 – 5 years supervisory experience.
Supporting senior level management is an asset.

OTHER SKILLS AND ASSETS:
Knowledge of municipal, regional, provincial, and federal governments and legislation.
Demonstrated ability to handle sensitive political situations and maintain confidentiality.
Exceptional customer service orientation and quality service delivery.
Proven analytical and problem-solving skills.
Strong organizational skills with the ability to manage complex tasks and deadlines.
Ability to excel in a fast-paced, high-pressure environment.
Proactive, independent, and solution focused.
Advanced proficiency in Microsoft Office Suite.
Willingness to travel off-site locations as required.
Experience in a municipal or public-sector environment
Experience with unionized settings.
Knowledge of fire services.
Yellow Belt certification.
Strong project resource coordination and business need identification.
Excellent people management and customer relationship skills.
High attention to detail and ability to multitask effectively.

**Various tests and/or exams may be administered as part of the selection criteria.

#LI-Hybrid

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.

If this opportunity matches your interest and experience, please apply online by clicking the button above (quoting reference #106750 by May 7, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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