Project Support Coordinator

2 months ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**
This position is responsible for the development, coordination, distribution and maintenance of reports in support of project initiatives; compiling, analyzing, reporting and data entry from multiple systems; identifying issues related to data collection, data entry and reporting; providing support and assistance with budget tracking and variance reporting; reviewing and processing progress payments, invoices, expenses and reconciliations; responsible for tendering, scheduling, coordinating and tracking capital projects, tracking of budget and variance reporting, administering, tracking and reporting on status of purchase orders, maintaining and administering filing of records, developing, optimizing and implementing business administration processes; and assisting in the preparation of financial budgets and reports.

**MAJOR RESPONSIBILITES**
- Provides project management support services for large projects and acts as the project lead for small projects.
- Prepares, develops and maintains accurate reports through analyses and summarizing of data and information from multiple systems.
- Compiles data for management in preparation of KPI's, budget and forecasting activity; analyzes results to identify trends and variances.
- Reviews and reports on data from financial system; investigates issues and provides further information to Department management, as requested.
- Prepares and analyzes variance reports against contracts or projects.
- Prepares contract documents and purchase orders for authorization, ensures all legal documents are properly executed prior to commencement of work.
- Assist in the development of public and invitational tender packages associated with capital works program and ongoing operational contracts for distribution to proponents by reviewing, editing and organizing documentation.
- Inputs all pertinent information including budget allocations, original tender award data, progress payments, change orders, completion dates and holdback releases, monitors costs against budget and tracks variances.
- Inputs all pertinent cost and tender information related to project, monitors costs against budget and tracks variances.
- Verifies invoices against contract provisions to ensure that amounts and other terms and conditions are being respected; generates payment authorization documents and gets the appropriate sign-offs from management staff.
- Investigates issues concerning payments and reviews the resolution with the Manager responsible or with appropriate finance contact.
- Reviews and processes progress of payments and invoices received from consultants and contractors for work performed by verifying compliance with contract documents and procurement policies.
- Analyzes monthly budget variance reports to identify outlying issues; coordinates issues resolution and provides reports on outcomes, as required.
- Meets the Departmental Accounting Schedule on a monthly basis; coordinates purchase orders and timely payment of invoices.
- Liaises with Department staff to provide or gather information related to contracts, lease schedules, service and maintenance contracts; responds to inquiries in a timely manner.
- Analyzes data and prepares statistical information and/or reports; monitors and reviews financial information to identify trends.
- Prepares and analyzes regular and ad hoc reports for review by management and department stakeholders.
- Responds to routine inquiries or requests from external stakeholders and attends site to gather information when requested.
- Provides guidance, training and conducts presentations for staff related to account management, purchasing process, signing authority, etc. as required.
- Prepares memos, drafts, letters, guidelines and other correspondence.
- Performs other duties as assigned in accordance with Branch and Departmental objectives

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Finance, Business Administration, Accounting or related field, or approved equivalent combination of education and experience.
- Minimum three (3) years business support experience in a project management/capital projects office environment, including data analysis, tracking and reporting and related business support, coordination and implementation activities.
- Knowledge of financial systems, data tracking, report generation and project management software.
- Knowledge of budgeting process and variance activities.
- Knowledge of related legislation, policies and procurement and legal procedures related to tendering process for building construction and maintenance.
- Demonstrated ability in York Region corporate core competencies.

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