Job Description

One of our major government clients is looking for a Budgets and Administrative Coordinator
Length: 6 months contract with the possibility of extension
Location: Toronto, ON

\'The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !\'

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Requirements:
PURPOSE OF THE POSITION:
To provide a variety of accounting, financial planning, monitoring, reporting, estimates, forecasting and analysis of the fiscal budgets for the tourism marketing and international marketing initiatives.

DUTIES / RESPONSIBILITIES:
Reporting to the Vice President, Industry Relations & International Marketing, this position:

1. Reviews and proactively monitors and prepares for approvals the department\'s budget performance on a regular basis by researching, analyzing and forecasting significant variances, calendarization problems, project shortfalls and surpluses and preparing appropriate reports for management, including tracking and analyzing expenditures, forecasting financial process by identifying issues such as expenditures over/under forecasts.

2. Consults with the finance department regarding budget tracking and to flag any unresolved problems and possible corrective action. Brief the Vice President and Financial Director on problems or trends relating to the tracking of invoices and estimates and make recommendations to resolve.

3. Liaises with all production, media purchasing and advertising agencies of record and various vendors on key budget reporting such as Budget Control Reports (BCRs), estimates, Media Purchase Authorizations (MPAs) and invoices to ensure timely processing and accuracy of reporting for North American, International and Brand marketing projects.

4. Conducting financial analysis and providing advice/recommendations to the VP and Director by: performing in-depth analysis and preparing reports on financial data for a variety of needs e.g. forecasting, financial planning and estimates process, proposed in[1]year budget changes and re-allocations and impact on program budgets; budget development process, confirming spending patterns, identifying budget variances; developing and implementing ways to achieve cost savings; analyzing financial performance against established objectives.

5. Reviews estimates, MPAs and invoices for print, television, talent and traffic, digital, social media, radio, cinema, in-flight, newspaper, events, media relations, out-of-home and online consumer programs for the Ontario and International budget.

6. Facilitates and verifies all advertising budgets by tracking and overseeing the routing and timely follow-up with staff to ensure alignment with established budget allocations.

7. Administers all advertising media and production budgets and provides high level of support for special projects.

8. Oversees and monitors global marketing premiums and promotional merchandise such as researching/sourcing/price comparison of promotional items, ordering, liaison with supplier to ensure delivery and quality control of items and manage inventory of items to ensure timely distribution and minimal time in warehouse or storage and inventory reports to program coordinators.

9. Provides financial administrative support to Senior Management and other professional staff by designing and preparing complex financial reports to analyze and track Return on Investments data.

10. Reconciles all financial data related to market research on behalf of the VP of Industry Relations and International Marketing and Research Manager.

11. Reviews all marketing department MPAs, production estimates, partnership agreements/contracts, and/or invoices to ensure approval to the appropriate level and facilitates proper routing for timely processing.

12. Review and maintain the Delegation of Authority matrix to ensure proper access and approval controls.

13. Enters all invoices and travel expenses into a budget tracking system.

14. Prepares and administers partnership contracts and responds to invoices for special project and general marketing.

15. Report significant financial discrepancies to the VP of Industry Relations and International Marketing, and makes recommendations and provides options/suggestions for resolutions.

16. Occasionally provide senior level administrative support to Vice President, Industry Relations & International Marketing as required on a back-up basis.

Qualifications:
KNOWLEDGE:
Position requires good knowledge of general accounting methods, practices, and procedures related to the Ontario Government,
including knowledge of financial management/information systems in order to assist in the analysis and forecasting of variances.
Job requires knowledge of budgeting, calendarization, accounts receivable and accounts payable in order to monitor expenditures.
Operations and capabilities of database design, management, logging and tracking systems. Proficiency and knowledge of personal
computer applications such as Microsoft Office (Excel, Word, PowerPoint, and Access), iWork (Pages, Numbers and Keynotes) and
other relevant applications in order to manipulate electronic worksheets and to develop documents/reports and enter/track invoices
and expenses in budget tracking.

SKILLS:
Job requires strong financial administrative and analytical skills in order to provide analysis, problem solving and advice to
management to ensure consistent and timely financial information to extract, compile and manipulate data.
Strong organizational and time management skills to develop, implement and complete a variety of concurrent projects on time.
Well-developed budgetary skills to evaluate, process and report financial information on fiscal marketing budgets.
Research skills to conduct research and respond to requests for information from managers and staff.
Problem-solving, evaluative and judgmental skills to provide clients with timely and targeted information and to resolve issues.
Initiative to undertake assignments which are often given in general time.
Oral and written communications to handle enquiries and provide information, advice and recommendations to internal and external
clients and to assist in preparing a variety of communications.
Interpersonal skills to develop and maintain effective working relationships and work in a team environment.
Negotiation skills.
Acquiring information from a variety of sources in a timely manner.

Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply !

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