Coordinator, Transit Office Save job Remove saved job

JOB TITLE:  Coordinator, Transit Office

DEPARTMENT:  Transit

POSTING NUMBER:  106837

NUMBER OF POSITIONS:  1

JOB STATUS & DURATION:  Full Time Permanent

HOURS OF WORK:  35 hour workweek

LOCATION:  On Site –  when working onsite, you will report to the location of Clark Boulevard

SALARY GRADE:  4

HIRING SALARY RANGE:  $78,979.00 – $88,852.00 per annum

MAXIMUM OF SALARY RANGE:  $98,724.00 per annum

JOB TYPE:  Management and Administration

POSTING DATE:  July 11, 2025

CLOSING DATE:  July 24, 2025

 

AREA OF RESPONSIBILITY:

Reporting to the Senior Advisor, Executive Operations and Administration, the Coordinator plays a key role in ensuring the seamless administrative services of Brampton Transit 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.

Support Senior Advisor, Executive Operations and Administration in administration and projects, as assigned.

Leading a team of administrative professionals, the coordinator oversees and streamlines administrative services, operating in a fast-paced, confidential environment, this role requires a results-driven and community-focused approach.  Provides direction and guidance to Administrative Staff.

LEADERSHIP AND TEAM DEVELOPMENT

• Lead and support the Transit administrative team to ensure smooth operations and recognize contributions.
• Support recruitment, onboarding, training, development, and performance evaluations.
• 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.
• Facilitate approvals of policies, procedures and processes and/or approves policies, procedures and processes

ADMINISTRATIVE COORDINATION

• Assign and oversee financial processes, including billing, invoicing, payments, P-Cards, vendor management, and budgeting.
• Oversee and prepare confidential documentation and correspondence such as grievances.
• Communicate and implement policy changes.
• Support technology and space planning initiatives.
• Manage physical and electronic records and tracking reports.
• Coordinate schedules, meetings and minutes as required.
• Plan and execute department events.

OPERATIONAL SUPPORT

• Monitor and audit administrative functions, ensuring compliance, effectiveness, service standards and key performance indicators.
• Ensure efficient task management and documentation accuracy.
• Coordinate workforce scheduling and enable capacity and performance.
• Oversee the administrative team’s support of Transit sections and various supply coordination such as office supplies.
• Research and analyze workflows and implement process improvements.
• Develop tools and training materials for process improvements.
• Approve invoices in BPM in a timely manner.
• Organizes the departmental employee orientations and other HR activities.
• Liaison between Transit staff as well as the corporation on all staff and office operation/procedure matters.
• Conduct business and financial research and analysis, as required, to establish benchmarks, best practices, and recommend change on an ad hoc/project basis.
• Assist with coordination of staffing requirements including support with recruitment (assists with developing questions/tests and participate on interview panels where appropriate).
• Coordinates Transit Divisional staff meetings as requested.
• Coordinates all Administrative Assistants schedules and work assignments in the department, including provision of back-up duties as needed.
• Provide departmental point of contact for various general administration functions.
• Organizes and coordinates the Divisions files.
• Represents Transit on various cross-functional teams.

COMMUNICATION AND REPORTING

• 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.
• Provides front line customer service support and conflict resolution.

CORPORATE CONTRIBUTION

• Support employee recognition programs and corporate initiatives.
• Ensure administrative processes align with broader organizational goals.
• Participate in training and software updates.
• Stay updated on policies, legislation, corporate procedures, and other relevant documents and 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:

• Minimum 2 years administration experience in customer service focused environment
• Exceptional oral and written communication skills along with strong interpersonal skills
• Strong leadership skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Web Software.

 OTHER SKILLS AND ASSETS:

• 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
• 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.

 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 at: www.brampton.ca/employment quoting reference #106837 by July 24, 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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The City is an equal opportunity employer.  We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you require any accommodations at any point during the application and hiring process, please contact TalentAcquisition@brampton.ca or 905.874.2150 with your accommodation needs, quoting the job opening ID#, job title. Any information received relating to accommodation will be addressed confidentially.