Insurance & Administrative Coordinator

Location: Mississauga, ON – On-site, 5 days per week
Hours: 37.5 hours per week (8:00 a.m.–4:00 p.m. or 9:00 a.m.–5:00 p.m.)
Contract: 3 months, with possibility of extension
Pay Rate: $30–$33 per hour
Parking: Paid underground parking available for $44/month

About the Opportunity

Are you a highly organized administrative professional with commercial insurance experience and a strong eye for detail? We are partnering with a public-sector organization seeking an Insurance & Administrative Coordinator to support its Legal and Insurance team on a 3-month contract, with the possibility of extension.

Working within a small, collaborative team of four, you'll play an important role in coordinating commercial Certificates of Insurance (COIs), supporting insurance renewals, managing contract documentation, and ensuring important information is accurately tracked and distributed to the right stakeholders.

This is a fast-paced, detail-oriented role where accuracy, organization, and follow-through are essential. We're looking for someone who understands commercial insurance documentation, is confident working with Excel, and enjoys keeping administrative processes organized and running smoothly.

What's In It for You

• Join a supportive, collaborative team of four where you'll have experienced colleagues available to guide you.

• Take ownership of meaningful administrative responsibilities involving commercial insurance and contract coordination.

• Contribute to a public-sector organization whose work supports essential water services and communities across Ontario.

• Gain experience supporting a busy Legal and Insurance team.

• Opportunity for a contract extension.

Your Responsibilities

• Provide day-to-day administrative support to the Legal and Insurance team, managing multiple requests, deadlines, and competing priorities.

• Coordinate commercial Certificates of Insurance (COIs), including organizing, tracking, saving, and distributing certificates to the appropriate internal stakeholders.

• Support the annual insurance renewal process by maintaining accurate insurance documentation and tracking outstanding requests.

• Communicate with insurance brokers and internal business development managers to request new certificates, follow up on missing information, and coordinate corrections or updates.

• Maintain and update Excel spreadsheets containing insurance certificate information, ensuring records are accurate, complete, and up to date.

• Support insurance coverage adjustments and coordinate related documentation and information with the Finance team.

• Assist with contract administration, including coordinating agreement signatures, tracking outstanding documentation, and supporting the management of approximately 200 active contracts.

• Organize and maintain electronic filing systems, contracts, correspondence, PDFs, and other confidential business documentation.

• Prepare presentations, reports, correspondence, and other administrative materials as required.

• Use Microsoft Teams, Excel, PowerPoint, PDF tools, and the broader Microsoft Office suite to support daily operations.

Skills and Qualifications

Must-Have Qualifications

• Commercial insurance experience is required. You must have hands-on experience supporting commercial insurance processes, documentation, policy administration, or commercial Certificates of Insurance. Personal lines insurance experience alone will not meet this requirement.

• Experience handling insurance documentation, with a strong preference for candidates who have requested, reviewed, tracked, organized, or distributed commercial Certificates of Insurance (COIs).

• 3–5 years of relevant administrative and/or insurance coordination experience.

• Exceptional attention to detail and administrative accuracy, particularly when handling high volumes of documents, spreadsheets, contracts, and time-sensitive requests.

• Intermediate Excel proficiency, including data entry, sorting, filtering, updating records, and manipulating spreadsheets. Advanced formulas are not required.

• Strong organizational and time-management skills, with the ability to manage multiple priorities, identify missing information, and follow through on outstanding tasks.

• Proficiency with Microsoft Office, including Teams, Excel, Word, and PowerPoint.

• Experience working with PDF documents, electronic filing systems, and document-management processes.

• Strong written and verbal communication skills, with the ability to correspond professionally with internal stakeholders and external partners.

Nice-to-Have Qualifications

• Experience communicating directly with commercial insurance brokers or underwriters.

• Experience supporting commercial insurance renewals, policy changes, or coverage adjustments.

• Experience with contract administration, agreement signatures, or compliance documentation.

• Experience supporting a Legal, Insurance, Risk Management, or Contracts team.

• RIBO, CAIB, CRM, or CIP designation is considered an asset.

Note from the Hiring Manager

"We're a small but mighty team with lots moving at once, and you'll have people around you to provide support. We're looking for someone who can help keep our contracts, insurance documentation, and administrative processes organized while contributing to work that ultimately supports communities and their access to water."

Why Partner with Altis

If you've never worked with a staffing agency before, we make it easy. We work with top employers across Canada who have great jobs to fill, each vetted and verified by our team. When you apply for a job with Altis, we get to know you as a candidate and learn what your strengths are. Then, if you're a solid match, we handle all the logistics, advocating for you as a candidate for the role, providing access to coaching and connecting you directly with the hiring manager. And rest assured, all our services are free of cost for candidates.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals.All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.