Finance and Administration Coordinator

2 months ago

Burnaby, British Columbia, Canada British Columbia Institute of Technology Full time
Job Summary

BCIT's Financial Services department is seeking a regular, full-time Finance and Administration Coordinator to administer and coordinate daily financial related activities within the department's operational accounting function as well as daily Administration and HR activities for the entire Facilities and Campus Development department.

Key ResponsibilitiesFinancial Administration
  • Coordinate and process the departmental flow of operational accounting transactions, reviewing and verifying financial documents for accuracy.
  • Coordinate financial reconciliations, investigate variances, and follow up with stakeholders for resolution.
  • Prepare various reports on invoices, purchase orders, and change orders, and prepare reports as requested.
  • Develop, maintain, and update tracking systems to ensure all invoices are submitted to Finance in a timely manner, including accounting tracking for all Maintenance Service Contracts.
  • Prepare and track cross-charges, purchase orders, and change orders.
  • Prepare, reconcile, and submit corporate Visa monthly expense reports for the department.
  • Manage petty cash account and ensure proper documentation is forwarded to Finance.
  • Prepare invoices for payment, ensuring accuracy and compliance with established guidelines and regulations.
  • Act as the primary contact for payment reconciliation, payment inquiries, purchase order requests, and information on purchase order status, balance, and change orders status. Monitor invoicing and reporting due dates, adhering to deadlines.
  • Enter data for invoices, purchase orders, change orders, and reconcile such documents, ensuring completeness and accuracy of data in accordance with BCIT financial Systems.
  • Process web requisitions for Purchase orders and Change orders in the procurement system.
  • Support the manager in preparing and submitting accruals at the fiscal year end.
Human Resources Administration
  • Maintain department attendance records, ensuring information is collected, maintained, and approved through the attendance tracking system, and completeness and accuracy of data entered in Banner. Produce attendance reports as required on behalf of the department.
  • Prepare, coordinate, and submit e-hires per Manager's request.
  • Initiate contract extensions for staff (regular, temporary, and auxiliary) in Banner.
  • Prepare new job postings in People Admin.
  • Communicate to, and work with Human Resources on short-term and long-term leaves.
  • Prepare, track, and complete departmental staff On-Boarding and Off-boarding, ensuring all assignments and tasks are completed in a timely manner.
  • Reconcile quarterly and annual attendance tracking and notify managers of variances against the collective agreement.
  • Ensure department attendance transactions are conducted in compliance with all BCIT policies, procedures, and guidelines.
  • Process and distribute appropriate forms (timesheets, CTO, safety boots reimbursement) to department staff.
  • Process timesheets for regular and auxiliary department staff.
Office Administration
  • Receive and record on-demand service work requests and communicate with clients to confirm the status of their requests.
  • Dispatch and track all maintenance calls, including maintaining the work order database.
  • Schedule and notify contractors for the yearly review of BCIT Construction Safety procedures and ensure that all contractors are current.
  • Coordinate contractor maintenance access requirements, such as parking, keys for contract maintenance, and issuing notification to Safety and Security department regarding length of contract and duration on site.
  • Prepare and publish notices for maintenance interruptions and shutdowns.
  • Coordinate day-to-day management of office supplies, equipment, and general office maintenance for the department.
  • Manage mail on a daily basis, including sorting and distributing incoming mail, preparing outgoing mail for pick-up, and organizing courier/registered mail deliveries.
  • Maintain, schedule, and book meeting rooms as required.
Other
  • Ensure that transactions are conducted in compliance with all BCIT policies, procedures, and guidelines.
  • Participate in Records Custodian training and remain current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP).
  • Undertake related duties as assigned, consistent with the job grade for this position.
Qualifications

The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e., to be reflected in job postings) and do not reflect the incumbent's existing qualifications.

  • Completion of Grade 12, plus completion of 2-year diploma/program in general business administration, with some focus on accounting.
  • Two years of general experience plus four years of relevant current experience in a similar position.
  • Demonstrated proficiency using Microsoft Office, including Word, Excel, and Outlook. Intermediate to advanced knowledge of Excel.
  • Experience and knowledge in Human Resource and Finance applications, such as Banner, Cognos, Millennium, Archibus.
  • Excellent interpersonal, organizational, and communication skills.
  • Ability to act with tact and diplomacy and deal effectively and professionally with various levels of external clients, internal staff, and respond clearly and concisely to inquiries.
  • Demonstrates judgement, discretion, and maturity in handling confidential and/or sensitive information and situations.
  • Demonstrates ability to provide exceptional customer service.
  • Able to work well independently with minimal supervision.
  • Proven ability to meet changing priorities, work to deadlines, and make responsible decisions.
  • Demonstrates ability to organize and prioritize work, problem-solve, and work to tight deadlines.
  • Outstanding attention to detail, accuracy, and quality of work.
  • Ability to work autonomously, both independently with minimal supervision and as a team.
  • Accurate keyboarding skills of 50 wpm.

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