Purchasing and Finance Administrator

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 & recreation, power generation, corporate shared services, and many more.

Come work with us

**Job Summary**

**A Brief Overview**
Reporting to the Manager, Vendor Management, Information Technology Services (IT Services) the Purchasing and Finance Administrator is a key member of the ITS Operational Oversight team and a key resource to support IT Services procurement and operational matters.

This position is responsible for coordinating procurement for all directorates within the IT Services portfolio. This position places orders and receives goods and reconciles invoices for payment. The incumbent oversees deliveries, receipts and invoices to maintain the supporting documentation for all transactions, to ensure transparency, consistency and completion of orders.

This position completes accounting and bookkeeping activities such as journal entries, payroll entry, expense claim auditing, HST rebates, invoicing, requisitions, and collections. This position tracks and audits all department's financial transactions and generates reports. This position also tracks, maintains, and monitors assets, inventory, and equipment lifecycles.

Customer Service experience and proficiency with Microsoft tools like Word, Excel and SharePoint are essential to be successful in this role.

**What you will do**
- Processes financial transactions and records them in department operating accounts.
- Performs bookkeeping procedures such as journal entries, payroll entry, expense claim auditing, HST rebates, invoicing, requisitions, and collections.
- Provides input into the review, development and implementation of administrative and financial policy, procedures, and guidelines.
- Liaises with department staff on payroll requirements and data entry.
- Coordinates the department’s purchasing transactions, reviews purchase requests, identifies vendors, requests quote, evaluates and makes recommendations on quotes, completes purchases requisitions for approval, places purchases orders, tracks orders, and verifies receipt of goods.
- Maintains vendor lists, purchasing files and contracts to ensure compliance with university policies and procedures.
- Tracks, maintains, and monitors assets, inventory, and equipment lifecycles.
- Performs collection activities such as regular monthly billings, delinquent account follow-up, late payments, and overage charges.
- Reconciles outstanding purchase lists, resolves issues related to vendor service, product quality and outstanding goods.
- Maintains an annual calendar of purchases, and prompt staff at appropriate times to determine if purchases are required.
- Keeps track of customer records in the Virtual Terminal, Excel spreadsheets and the database.
- Provides customer service which includes establishing new accounts, providing new hardware to new users, or upgrading existing hardware for current accounts.
- Other duties as required in support of the department and/or unit.

**Required Education**
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

**Required Experience**
- More than 2 years and up to and including 3 years of experience.
- Consideration may be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
- Provide information to others that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
- Adapt messages to meet the needs of the intended audience.
- Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
- Participate in project team meetings and is involved in developing individual and team project plans.
- Identify new problems and seeks information and input to fully understand the cause.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Break down concrete issues into parts and synthesizes information succinctly.
- Respect diversity and promotes inclusion in the workplace.
- Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

**Employment Equity and Accessibility Statement

  • Purchasing and Finance Administrator

    5 months ago

    Kingston, Canada Queen's University Full time

    Purchasing and Finance Administrator 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 &...

  • Finance and Administrative Coordinator

    6 months ago

    Kingston, Canada Queen's University Full time

    Finance and Administrative 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...

  • Finance and Administrative Coordinator

    6 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 &...

  • Finance Administrator and Coordinator

    4 weeks ago

    Kingston, Ontario, Canada Rightlook Window Fashions Ltd Full time

    Job Title: Finance Administrator and CoordinatorRightlook Window Fashions Ltd is seeking a highly organized and detail-oriented Finance Administrator and Coordinator to join our team in Kingston, Ontario.Job Summary:We are looking for a skilled finance professional to support our finance operations. The successful candidate will be responsible for...

  • Finance Assistant

    5 months ago

    Kingston, Canada Queen's University Full time

    Finance Assistant 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,...

  • Finance Administrator and Coordinator

    4 weeks ago

    Kingston, Ontario, Canada Rightlook Window Fashions Ltd Full time

    Job Title: Finance Administrator and CoordinatorRightlook Window Fashions Ltd is a leading manufacturer and distributor of premium window coverings. We operate retail locations across Canada and have a rapidly expanding dealer network in the United States. Our products, including roller shades, zebra shades, and more, are proudly manufactured and distributed...

  • Finance Assistant

    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 &...

  • Finance Coordinator

    6 months ago

    Kingston, Canada Home and Community Care Support Services South East Full time

    Company Bio Home and Community Care Support Services South East is one of 14 Home and Community Care Support Services organizations in Ontario with a focused mandate to deliver local health care services such as home and community care and long-term care home placement. These organizations were previously known as Local Health Integration Networks (or...

  • Purchasing Officer

    5 months ago

    Kingston, Canada Canada Royal Milk ULC Full time

    **About the Company** Canada Royal Milk is a member of the Feihe International group of companies, Asia’s number one infant formula brand. Canada Royal Milk is the only producer of infant formula in Canada, manufacturing quality products from Canadian cow and goat milk, ensuring the highest quality and nutritional value for our customers. We are building...

  • Lead Finance and Research Administrative Coordinator

    5 months ago

    Kingston, Canada Queen's University Full time

    Lead Finance and Research Administrative 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...

  • Permanent Full Time Manager

    3 months ago

    Kingston, Canada Ongwanada Resource Centre Full time

    **File No: MNU-24-36** **Date Posted: August 30, 2024** **Closing Date: Until Filled** **Date of Vacancy: September 9, 2024** **Hours of Work: 35 hours per week** **Wage**:Hourly**: $39.33 - $46.83** **Annually**: $71,577 - $85,232** **POSITION**: **DUTIES AND RESPONSIBILITIES**: - Oversees/prepares monthly financial statements, reports and variance...

  • Administrative Manager

    5 months ago

    Kingston, Canada CORNER CLUBHOUSE DAYCARE CENTRE INC. Full time

    Education: - Expérience: **Education**: - Bachelor's degree **Work setting**: - Daycare **Tasks**: - Co-ordinate administrative services - Evaluate the operations of a department providing administrative services - Manage the operations of a department providing several administrative services - Plan, organize, direct, control and evaluate daily...

  • Associate Finance

    5 months ago

    Kingston, Canada University Hospitals Kingston Foundation Full time

    **Title**:Associate Finance & Gift Administration** **Full-Time Permanent Position** **Annual Salary: $64,000 - $70,000** **Organization**:University Hospitals Kingston Foundation (UHKF) **Location**: Kingston, Ontario **ABOUT UHKF**: UHKF is the charitable organization focused on raising awareness and philanthropic support for equipment, modernized...

  • Operations Manager

    5 months ago

    Kingston, Canada Goldtrain Ventures Inc Full time

    Education: Secondary (high) school graduation certificate - Experience: 1 to less than 7 months **Tasks**: - Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or other administrative services - Direct and control corporate governance and regulatory compliance procedures within establish - Hire...

  • Operations Manager

    5 months ago

    Kingston, Canada Goldtrain Ventures Inc Full time

    Education: Secondary (high) school graduation certificate - Experience: 1 to less than 7 months **Tasks**: - Co-ordinate administrative services - Collect and record administrative and service fees - Assist in preparing annual budgets - Direct and advise staff engaged in providing records management, security, finance, purchasing, human resources or other...

  • Automotive Sales

    5 months ago

    Kingston, Canada 401 Auto Full time

    When other dealerships are cutting commission rates and paying flats, we’re looking to pay you MORE! The average salesperson has no control over their own income. We’re changing the way automotive salespeople are paid. We want to focus on not who you are, but who you **CAN** be! If you feel that you are being held back in your current role, **THIS IS...

  • Automotive Sales

    5 months ago

    Kingston, Canada 401 Auto Full time

    When other dealerships are cutting commission rates and paying flats, we’re looking to pay you MORE! The average salesperson has no control over their own income. We’re changing the way automotive salespeople are paid. We want to focus on not who you are, but who you **CAN** be! If you feel that you are being held back in your current role, **THIS IS...

  • Automotive Sales

    5 months ago

    Kingston, Canada 401 Auto Full time

    When other dealerships are cutting commission rates and paying flats, we’re looking to pay you MORE! The average salesperson has no control over their own income. We’re changing the way automotive salespeople are paid. We want to focus on not who you are, but who you **CAN** be! If you feel that you are being held back in your current role, **THIS IS...

  • Purchaser/buyer of Boat Parts and Supplies

    5 months ago

    Kingston, Canada MetalCraft Marine Incorporated Full time

    **About Us**: MetalCraft Marine Incorporated is a designer and builder of high-performance aluminum work boats. We serve customers around the globe, and we pride ourselves in working closely with our customers to build the perfect boat for their unique mission needs. We are a recognized leader in our industry with manufacturing locations in Canada and the...

  • Purchasing Agent, Procurement

    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....