Permit Administration Coordinator

Req ID: 28362
Vacancy Type: Permanent
Number of Positions: 1
Closing Date: 07/27/2026

Job Summary

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.

Duties and 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.

Skills and Qualifications

• 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.

Salary: $ 62,228.00 - $ 82,974.00
Hours of Work: 35
Work Location: Mavis Yard: Common Building
Work Model: This role follows a hybrid work model, requiring employees to be onsite in the office 3 days per week and allowing remote work for the remaining days. Specific in-office days may be set by the team or department to support collaboration and business needs.
Department/Division/Section: T&W/Transportation&Works Dept , T&W/Works Operations & Mntce Division , Technical Services
Non-Union/Union: Non Union

The City of Mississauga may use artificial intelligence (AI) technology in sourcing and/or screening candidates for some positions; however, it is not used in selecting final candidates.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

Accommodations
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please complete the following Accommodation Request Form and have it emailed to recruitment.accommodation@mississauga.ca citing the Job ID and Job Title. This will inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.