Financial Operations Coordinator (RFT 1.0 FTE)

The Royal Mental Health Centre; Ottawa; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Financial Operations Coordinator to enhance the efficiency of finance and supply chain operations. This role involves coordinating office functions, managing financial documentation, and supporting budget activities. With a focus on operational excellence, the Coordinator will ensure compliance with financial policies while assisting in financial reporting. Ideal candidates will bring strong organizational skills and attention to detail, contributing to a collaborative environment that promotes inclusivity and efficiency. Join a forward-thinking organization where your contributions will make a significant impact on operational success.

Qualifications

• Experience in financial operations and budget management.
• Strong skills in organizing and maintaining financial documentation.

Responsibilities

• Support the preparation of annual budgets and audits.
• Monitor operating expenses to ensure adherence to budget guidelines.

Skills

Organizational Skills

Attention to Detail

Financial Reporting

Budget Management

Communication Skills

Education

Bachelor's Degree in Finance or Related Field

Tools

Microsoft Excel

Financial Software

Job description

The Financial Operations Coordinator supports the effective execution of day-to-day operations activities and department initiatives across the Finance & Supply Chain Departments. This includes coordinating office functions, maintaining oversight of fixed asset and fleet tracking systems, and contributing to project deliverables. The Coordinator participates in key committee meetings as a scribe or participant and plays an active role in supporting financial reporting and budget activities. This role is responsible for streamlining processes, maintaining accurate records, and contributing to the organization’s operational excellence, ensuring compliance with financial policies and regulations. With strong organizational skills and attention to detail, the Coordinator supports the team in achieving their objectives. The Coordinator also serves as a backup to provide executive-level support to the VP Finance, as required.

Duties:

1. Support the preparation of the annual budget, interim, and year-end audits by gathering and organizing relevant financial documentation.
2. Coordinate administrative activities related to committees for capital budgeting and product evaluation.
3. Monitor and track operating and salary expenses to ensure adherence to budget guidelines.
4. Support the annual capital budget process through collecting capital requests, organizing requests by type, communicating approvals, and tracking capital spend versus budget.
5. Oversee the vehicle fleet register, including lease information, registered drivers, maintenance schedules, and insurance.
6. Organize and maintain legal, financial, and administrative documents.
7. Process low-risk financial transactions such as EFTs and journal entries.
8. Execute transfers between bank accounts.
9. Track and organize funding letters, service level agreements, and other contracts, ensuring prompt billing and renewal.
10. Prepare reconciliations for low-risk accounts, ensuring accuracy and compliance with financial policies and reporting standards.
11. Maintain the electronic filing systems.
12. Compile and distribute non-financial reports to ministries and stakeholders.
13. Assist in gathering, compiling, and disseminating data and statistics.
14. Maintain the corporate files, including management of funding letters from various ministries.
15. Ensure confidentiality of sensitive information, including patient correspondence, public inquiries, and financial data.
16. Keep policies and procedures updated as new policies are introduced.
17. Facilitate annual performance appraisals for staff.
18. Organize and schedule meetings, prepare agenda items and materials, and serve as meeting recorder for committees.
19. Draft correspondence, oversee incoming communications, and respond to inquiries professionally and discretely.
20. Ensure department deadlines are met, including project tracking and report production.
21. Provide onboarding and training on office systems, maintain organized filing systems.
22. Support recruitment activities such as screening candidates, scheduling interviews, and conducting reference checks.
23. Develop presentations and briefing materials, ensuring confidentiality of sensitive content.
24. Manage attendance records, process timecards, and audit payroll and leave reports.
25. Maintain content on the Finance and Supply Chain intranet page for accuracy.
26. Work in accordance with safety practices, policies, and promote an inclusive, discrimination-free workplace.