Administrative and Technical Coordinator

Job Number: J0926-0613

Job Title: Administrative and Technical Coordinator

Job Type: Permanent Full Time

Job Category: Government

Number Of Positions: 1

Date Posted: October 22, 2026

Closing Date: November 12, 2026

Hours of work: 35

Schedule: Monday to Friday

Union: CUPE 905 FT Clerical and Technical

Vacancy Type: Existing

Physical Location: City Hall

Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a agile workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Responsible for providing administrative and technical assistance to managers and department staff including maintaining records, completing work orders, coordinating, analyzing, and compiling statistical data relating to departmental processes and procedures, scheduling meetings/invitations and associated meeting logistics,



responding to general inquiries from the public and various internal stakeholders/staff including matters relating to development applications and agreements. Assists in the preparation of Requests for Proposal documents, supporting with Committee and Council correspondence and reports. Prepares, tracks, and administers purchase orders and progress payments. Assists with monitoring and coordinating departmental work flow and activities and acts as a liaison with other departments.

Responsibilities

Clerical and Administrative Duties

- Assists in coordinating, preparing, and processing Committee/Council reports, Bylaws, Assumption Notices, Completion Approvals, Letter of Credit Reductions, Environmental Assessments and Public Notices within the required time frame as well as ensuring clerical accuracy and corporate conformity.
- Assists and responds to inquiries from staff, the public, consultants, and other external stakeholders/agencies regarding departmental processes and procedures, project related inquiries, and other divisional matters to resolve concerns or refer as appropriate.
- Assists in monitoring departmental email inbox and actioning out inquiries to appropriate staff members and following up as required.
- Composes and prepares divisional correspondence and reports based on verbal direction from management.



Maintains and organizes the departmental electronic filing system and all associated records.
- Coordinates public meetings and internal meetings as directed, including the preparation of invitations, agendas, minutes, mail outs, presentation material, surveys, newsletters, and newspaper publications, responsible for scheduling and booking of internal/external facilities as necessary and assisting with off-site evening meeting set-up and take-down as necessary; including coordination and follow up with other departments, government agencies, Developers, Contractors, Consultants, and Councillors, with respect to the preparation of draft plan conditions and subdivision/development agreements.
- Coordinates the timely distribution and commenting (flow), and clerical preparation of subdivision/development agreements, tender/quotes for City and/or Owner execution and registration. Ensures all final legal documents are properly signed and sealed by the Owner and the City and forwarded to appropriate departments. Ensures all final executed documents are converted to the appropriate format and posted to the intranet library as directed.
- Ensures all public notices and newspaper advertisements are submitted within appropriate time lines and formats to various newspapers, websites, and social media outlets as required by statutory regulations and with direction from staff.
- Responsible for minute taking and/or recording as necessary, transcription and circulation to meeting members and preparation of agendas from previous minutes with input from management and staff.
- Attends to public and staff enquiries in person at City Hall.
- Transmits documents to external agencies and the public, includin

📌 Administrative and Technical Coordinator (Vaughan)
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📍 Vaughan