Coordinator, Operations

Kingston Accommodation Partners (KAP) Contract Position (18 months – Parental Leave Coverage) Salary range: $60,000-$70,000 annually (salary inclusive of in lieu of benefits) Position includes 3 weeks vacation Location: Kingston, Ontario (In-Office) Start Date: February 25, 2026 About Kingston Accommodation Partners (KAP) Our Mission Kingston Accommodation Partners’ mission is to be Kingston’s leading voice of advocacy for tourism and the accommodation sector. We collaborate with tourism stakeholders to attract and welcome visitors, with a concentration on overnight stays. Our Vision Kingston Accommodation Partners’ vision is to build recognition of Kingston as an outstanding four-season tourism destination. Our Commitment to IIDEA KAP is committed to continuing to build and sustain an inclusive, diverse, equitable, and accessible work environment where cultural diversity is celebrated and valued. We believe diversity benefits and enriches the development of all of our staff, members, partners, and stakeholders. Position Summary The Operations and Finance Coordinator is responsible for the effective coordination of Kingston Accommodation Partners’ internal operations, financial administration, board governance support, and member services. Reporting to the Executive Director, this role provides leadership across administrative, financial, human resources, and corporate governance functions and plays a key role in ensuring organizational sustainability, compliance, and operational excellence. The Coordinator is accountable for coordinating organizational finances, budget planning, payroll, and financial reporting, while serving as a trusted advisor to the Executive Director and Board of Directors. A strong understanding of board governance, financial stewardship, and stakeholder engagement, along with the ability to exercise sound judgment and discretion, is essential to success in this role. Working Conditions This position requires varied hours of work to fulfill assigned duties. The Coordinator may be required to work outside of Kingston Accommodation Partners’ regular business hours (generally Monday to Friday, 8:30 a.m. to 4:30 pm), including but not limited to: KAP-sponsored events and trade shows Client and stakeholder meetings Board and committee meetings and events The incumbent must possess advanced relationship-building skills and be comfortable working with senior leadership, Board members, elected officials, and community stakeholders. This is an in-office position. Key Responsibilities Administration & Operations Conduct research and assemble, analyze, and prepare reports, documents, and corporate collateral Manage the Executive Director’s schedule, including appointments, travel arrangements, expense reports, and coordination of meetings and events Liaise with leadership, the Board of Directors, Tourism Kingston staff, City of Kingston staff, KAP members and stakeholders, business leaders, elected City Council members, and Provincial and Federal government representatives Deliver exceptional customer service by ensuring inquiries and requests are responded to promptly and effectively Handle highly confidential information with discretion and professionalism Provide project support as assigned by the Executive Director Arrange and coordinate meetings, events, and internal activities Monitor, respond to, and distribute incoming communications Review operating practices and recommend and implement improvements where appropriate Provide financial and human resources administrative support Corporate Secretary & Board Support Provide comprehensive support to the KAP Board of Directors and all sub-committees, including meeting planning and coordination, agenda preparation, minute-taking, production of official records, and maintenance of accurate corporate documentation Advise the Executive Director and Board members on corporate by-laws, governance practices, and committee activities Attend and record minutes for Board and committee meetings as assigned Organize and execute the Corporation’s Annual General Meeting and support activities related to Tourism Week Support onboarding of new Board members, including preparation and circulation of training materials and committee Terms of Reference Conduct research and prepare reports and briefing materials for the Board and its committees Ensure timely and accurate provision of business and operational information to the Board, including data management and confidential record-keeping Financial Operations Manage all financial operations for Kingston Accommodation Partners, ensuring accuracy, accountability, and compliance with organizational policies, with oversight from the Executive Director Oversee payroll administration for employees, ensuring timely and accurate processing Manage the remittance of the Municipal Accommodation Tax by all KAP members, and collaborate closely with colleagues across the City and Tourism Kingston to ensure accurate and timely remittance of these funds Manage and process payment of all vendor invoices and organizational expenses Lead KAP’s annual audit to ensure compliance with external firms and CRA guidelines Lead the preparation and presentation of monthly financial reports for Board of Directors meetings Monitor budgets, track expenditures, and provide financial analysis and reporting to the Executive Director and Board Manage the financial planning, forecasting, and annual budget development to align with organizational priorities Perform other related duties as assigned #J-18808-Ljbffr