Facilities - Operational Coordinator (Financial)

5 months 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

  • Facilities Project Coordinator

    3 weeks ago

    Kingston, Canada Queen's University Full time

    Facilities Project Coordinator About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering &...

  • Facilities Project Coordinator

    7 months ago

    Kingston, Canada Queen's University Full time

    Facilities Project Coordinator About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering &...

  • Facilities Project Coordinator

    7 months ago

    Kingston, Canada Queen's University Full time

    About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation,...

  • Facilities Project Coordinator

    3 weeks ago

    Kingston, Canada Queen's University Full time

    Within the framework of established policies, regulations, and procedures, and under the direction of the Manager, Facilities Operations (Manager), the incumbent provides a coordinating role between the Library and Queen’s Facilities Operations. The Coordinator ensures that all assigned in-house projects are undertaken and completed within reasonable...

  • Facility Operations Manager

    3 weeks ago

    Kingston, Ontario, Canada Hampton Inn by Hilton Kingston Full time

    We are seeking a skilled Facility Operations Manager to join our team at Hampton Inn by Hilton Kingston. The ideal candidate will have a Bachelor's degree and at least 5 years of experience in facility operations. The successful candidate will be responsible for managing the day-to-day operations of our facilities, ensuring they are safe, clean, and...

  • Financial Operations Coordinator

    1 week ago

    Kingston, Ontario, Canada Queen's University Full time

    Job Title: Financial Operations CoordinatorEducation: Bachelor's degreeExperience: 5 years or moreKey Responsibilities:Optimize financial performance by coordinating financial operations and budget activities.Evaluate daily operations and plan budget and expenditures.Review budgets and financial reports for specific projects and monitor financial control...

  • Facilities Project Coordinator Specialist

    2 weeks ago

    Kingston, Ontario, Canada Queen's University Full time

    **Project Coordination Role**As a key member of the Queen's University team, the Facilities Project Coordinator plays a crucial role in ensuring the successful delivery of in-house projects within the Library. This involves coordinating with various stakeholders, including the Manager, Facilities Operations, to provide a coordinating role between the Library...

  • Facilities Coordinator for University Operations

    24 hours ago

    Kingston, Ontario, Canada Queen's University Full time

    About Queen's UniversityQueen's University is a research-intensive institution offering a transformative student experience. We provide diverse employment opportunities in various fields, including globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and more.We...

  • Financial Operations and Administrative Coordinator

    5 months ago

    Kingston, Canada Queen's University Full time

    **About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...

  • Regional Director

    3 weeks ago

    Kingston, Ontario, Canada BGIS Full time

    About This RoleAs a Regional Director - Facilities and Operations at BGIS, you will be responsible for overseeing the operations and maintenance of a portfolio of facilities within a specified geographical region. This role requires a strong understanding of regulatory and client requirements, as well as the ability to develop and execute strategic account...

  • Area Manager, Facilities and Operations

    1 month ago

    Kingston, Canada BGIS Full time

    p>BGIS is a leading provider of customized facility management and real estate services. With a combined team of over 10,000 professionals worldwide, we relentlessly focus on enabling innovation through the services we deliver. We actively seek new opportunities that drive innovation for our clients’ businesses. Globally, we manage over 320 million square...

  • Facility Operations Manager

    5 days ago

    Kingston, Ontario, Canada Hampton Inn Kingston Full time

    Job DescriptionWe are seeking a skilled Facility Operations Manager to oversee the daily operations of our hotel, ensuring seamless guest experiences and efficient staff management.Key ResponsibilitiesAssess client needs and recommend tailored services or productsAdminister sales contracts and provision of supplies and servicesDevelop schedules for safety...

  • Facilities Maintenance Coordinator

    5 days ago

    Kingston, Ontario, Canada Dexterra Group Full time

    Job OverviewDexterra Group is an industry leader in Integrated Facilities Management, and we're seeking a skilled Facilities Maintenance Coordinator to join our team!About the RoleWe're looking for a highly organized and mechanically inclined individual to plan and carry out all planned and non-planned maintenance tasks at our facilities. As a key member of...

  • Facilities Maintenance Coordinator

    23 hours ago

    Kingston, Ontario, Canada Dexterra Group Full time

    Job OverviewDexterra Group is an industry leader in integrated facilities management, and we are seeking a highly skilled Facilities Maintenance Coordinator to join our team.About the RoleThis is a full-time position responsible for planning and executing maintenance tasks to ensure our facilities operate efficiently and effectively. The successful candidate...

  • Facilities Operations Manager

    23 hours ago

    Kingston, Ontario, Canada Dexterra Group Full time

    At Dexterra Group, we are committed to delivering exceptional customer experiences that drive our clients' success. As a key member of our team, you will play a crucial role in maintaining the highest level of cleanliness and hygiene in our facilities.Key Responsibilities:Supervise and coordinate a team of industrial janitors and floor professionals to...

  • Facilities Control Centre Operations Coordinator

    4 days ago

    Kingston, Ontario, Canada Queen's University Full time

    About Queen's UniversityQueen's University is a world-renowned research institution with a diverse range of career opportunities. As one of Canada's top universities, we offer a transformative student learning experience and a unique employment environment.Job SummaryThe Facilities Control Centre (FCC) Coordinator plays a critical role in maintaining the...

  • Manager, Facilities and Construction

    6 months ago

    Kingston, Canada Sisters of Providence of St. Vincent de Paul Full time

    **Sisters of Providence of St. Vincent de Paul Motherhouse** **Providence Village Inc.** **Position Title**: Manager, Facilities & Construction **Job Type**: Full-time Permanent **Work schedule**: 37.5 hours / week; 8 a.m. - 4 p.m. Monday to Friday - on call required **Position Summary** Reporting to the Director, Facilities Management & Strategic...

  • Associate Vice-principal Facilities

    5 months ago

    Kingston, Canada Queen's University Full time

    Associate Vice-Principal Facilities About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering &...

  • Facility Operations Manager

    3 weeks ago

    Kingston, Ontario, Canada Hampton Inn Kingston Full time

    Job Title: Facility Operations ManagerJob Summary: We are seeking a highly skilled Facility Operations Manager to join our team at Hampton Inn Kingston. The successful candidate will be responsible for overseeing the day-to-day operations of our hotel, ensuring that all facilities and services are running smoothly and efficiently.Key Responsibilities:Assess...

  • Associate Vice-principal Facilities

    5 months ago

    Kingston, Canada Queen's University Full time

    **About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...