Facilities - Operational Coordinator (Financial)

3 weeks ago

Kingston, Canada City of Kingston Full time

Opening Statement
We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah
- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen-dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work on this land.

Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government. Kingstonians enjoy a high quality of life with access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.

Position Summary
Reporting to the Director, Facilities Management & Construction Services (FMCS), the Facilities - Operations Coordinator (Financial) plays a vital role in the overall coordination and implementation of multi-million-dollar capital and operating programs for all City facilities, supporting various corporate departments, as well as external agencies and boards, assuming the lead on projects as required. This position supports various FMCS initiatives from the initial feasibility stage through budget development, design, procurement, contract award, construction, and final commissioning.
The Facilities - Operations Coordinator (Financial) is responsible for supporting the ongoing development and
management of the departmental capital and operating budgets preparation in collaboration with the Director as well as coordinating financial needs of the management team. The Facilities-Operations Coordinator assists in developing departmental policies and procedures and implements internal controls. The role maintains detailed records for ongoing budget and project financial tracking while also reconciling with information in the corporate Financial Management System. The Facilities - Operations Coordinator also acts as software administrator of key departmental systems used for asset management, financial tracking and project management.

KEY DUTIES & RESPONSIBILITIES

**Corporate Facilities Budget Development**:

- In collaboration with the Director, coordinate with management team and all key stakeholders across various departments, boards, agencies, and associations to develop annual operating budgets ($19M gross) including contracted services analysis and position budgeting data;
- In collaboration with the Director, support development of the capital budget for more than 150 municipal facilities with over 200 active projects at various stages while also incorporating relevant criteria for long-term asset management and project planning. Supports analysis, monitoring, forecasting, departmental reporting, as well as redistribution of resources to other unplanned activities as needed;
- Facility and site cost analysis and validation including but not limited contracted services and utilities;
- Corresponds on FMCS budget and other project inquiries, ensuring confidentiality while helping to resolve complex financial issues. Also supports creation of business cases associated with new projects and other initiatives;
Support FMCS capital project administration using appropriate systems including corporate Financial Management System:

- Creates sub-projects, assigns budget from envelopes, adds categories as required;
- Creates change orders for department capital projects;
- Supports managers and project managers with project financial tracking activities including resolving issues.

**Project Management**:

- Play a vital role in the overall coordination and implementation of corporate wide capital projects that FMCS is leading;
- Lead facility construction/renovation/other projects including but not limited to managing and preparing the project plan from inception to completion, budget creation and maintenance, schedule management, project administration, risk management, warranty and close out;
- Respond to general inquiries from the public, elected officials, committee members and staff;
- Interact with consultants to ensure work completed meets project specifications within agreed to timelines;
- Produce procurement documents in accordance with the City of Kingston purchasing bylaw to be posted publicly or sent directly to proponents. Evaluate proponent submissions and recommend the award of contracts based on scoring criteria;
- Submit purchasing requests through the City’s FMS system;
- Ensure site safety, environmental standards, quality of materials and quality of workmanship meet or exceed identified standards
- Use Gantt charts to track and monitor project timelines as well as corporate and personal goals

**Departmental processes and procedures**:

- Review departmental processes to find cost savings and/or efficiencies while maintaining proper internal controls;
- Implement new processes, where required, ensuring effectiveness, efficiencies and training;
- Recommend and create best practices for project financial tr

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