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Title Facilities Coordinator
Job ID 14S-1005
Division/Department Facilities Management
Campus/Site Newnham
Job Classification Support
Job Type Full Time
Position Overview Reporting to the Director, Facilities Management, the Facilities Coordinator is responsible for monitoring, tracking and reporting on the department’s finances (operating and capital initiatives) and performing day-to-day administrative duties. Duties include organizing the processing of purchase requisitions, service contracts, lease agreements, invoice to purchase order reconciliations, requestor/manager approvals, accounts payable submissions, payment follow ups, generating financial and utility reports, maintaining department attendance records, assists in department filing, copying, preparing materials and scheduling of meetings and providing backup support for the Facilities Management service desk operation.
Responsibilities • Monitor Facilities Management operating cost centres through reports and bi-weekly meeting updates.
• Create and regularly publish departmental metrics (KPIs) relating to all operations of the Facilities Management department.
• Track and report on financial status of capital initiatives including projected overages, un-budgeted expenditure, etc.
• Organize the processing of all purchase requisitions, service contracts, lease agreements, invoice to purchase order reconciliations, requestor/manager approvals, accounts payable submissions, and payment follow ups.
• Validate and re-balance cost centres to ensure expenditures are charged to their correct accounts.
• Validate invoices to ensure amounts are in line with original quotations as per original requisition for all departmental procurement (supplies and services).
• Generate and track charge backs as directed by Managers and perform regular approval follow-ups to ensure Facilities Management services have been delivered and are correctly being charged to requesting departments.
• Liaison with vendors to ensure work is promptly and accurately invoiced on completion to ensure accuracy of department finances.
• Reconcile all departmental P-Card purchases by interfacing with card holders and/or vendors for invoices, charge accounts and online reconciliation.
• Obtain and analyze utility invoices from all campuses by transferring data into a localized database. Validate utility costs and consumptions against accounts payable entries and internal metered readings.
• Generate detailed trend and summary reports on utility consumption and cost data for all campuses.
• Assist with generating detailed reports for the Ministry, OCFMA, internal and external customers and other regulatory agencies.
• Maintains online attendance records for all departmental staff including building trades, Managers and Director.
• Responsible for departmental payroll entries, submissions to payroll and any payroll issues and discrepancies.
• Assists in the day-to-day administrative duties for Facilities Management department such as correspondence, filing, copying, preparing materials and scheduling of meetings.
• Provides secondary support for customer inquiries, work request reporting and facilities information queries.
• Provides backup support for the Facilities Management service desk operation.
• Actively utilizes and promotes the utilization of the Computerized Maintenance Management System (CMMS) to internal customers by training and educating users on an ad-hoc basis.
• Other duties as assigned.
Qualifications • Minimum of a three (3) year diploma/degree in Business Administration, Accounting, or related education.
• Minimum of three (3) years accounting and/or purchasing experience required; within a Property Management or Facilities Maintenance type environment preferred.
• Knowledge of office administration, bookkeeping procedures, accounts payable, accounts receivable and maintaining general ledgers.
• Experience in developing and maintaining financial reports and metrics, and knowledge of payroll functions and procedures.
• Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
• Advanced user of Microsoft Office applications including MS Visio, PowerPoint, Excel, Word, Outlook and Project. Knowledge in using Adobe Acrobat Professional, CMMS standard applications and PeopleSoft would be an asset.
• Well-developed interpersonal, customer service and communication skills (verbal and written) to interact effectively with multi-cultural/racial/able students, staff and the public are required.
Hourly Wage Rate Payband F: Start rate $25.41, Maximum rate $29.46
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday: 8:30 AM to 5:00 PM
Required Date As soon as possible
Posting Date March 19, 2014 - External Repost
Closing Date April 2, 2014
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women. Upon request by the applicant, accommodation will be provided in all parts of the hiring process.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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