Logistics and Resource Coordinator - Waterloo, Canada - University of Waterloo

University of Waterloo
University of Waterloo
Verified Company
Waterloo, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Overview:

Term:
This contract will end on Jan 31st 2024


The primary objective of the Logistics and Resource Coordinator position is to maintain efficient day-to-day operations of the Engineering Machine Shop (EMS).

This includes all internal department logistics as well as tracking and managing all items and inventory related to EMS stores which serves the UW Engineering community.

Working within a fast-paced, dynamic environment where a high volume of projects are handled simultaneously with tight deadlines, the incumbent will serve many vital functions: 1) financial administration of EMS projects and internal spending; 2) financial reporting of all EMS transactions; 3) managing EMS Stores, inventory levels, sales pricing, and procurement of material and specialized items that support other departments as well as undergraduate student design teams, course projects and research initiatives 4) recruitment, training and daily supervision of co-op students for the "Fabrication Assistant-Stores Keeper" position; 5) office administration, managing front office activities and handling all documentation related to EMS projects and staff; 6) primary point of contact for all inquiries from existing and potential EMS clients, including faculty, students, and staff and external vendors.


Responsibilities:

Financial Support

  • Financial administration of all EMS projects and internal spending activities
  • Processes, documents, and reports all financial transactions for the EMS, ensuring all financial activity is accounted for
  • Prepares and administers billing, invoices, receipts, statements, and other financial documentation related to EMS services. This includes calculation of unit costs for stock materials available for sales, hourly labour rates, and materials/equipment procurement pricing
  • Reconciling 'special billing' transactions, including Watcard, PCard/Centre Suite, and Engineering Society purchases
  • Creates and maintains accurate, uptodate records of project spending. This includes proofreading, verification, and correction of sales transactions as required; the incumbent will check and/or compare documents, forms, or other materials for accuracy, completeness, and format
  • Audits, reconciles, and maintains documents of all EMS financial transactions on a monthly basis and at year's end reports any concerns to the EMS Manager, contract holders, and/or financial administrative staff
  • Liaises with the Faculty Financial Officer to ensure accounting policies and procedures are followed within the EMS
  • Coordinates large volumes of incoming project work requests, obtaining necessary approvals and ensuring all pending charges are accounted for at the end of term
  • Maintains and tracks supervisor/PI's approvals, ensuring authorization is received before beginning the manufacturing process
  • Provides proof of purchase for reimbursement purposes for students, staff, and EMS customers, ensuring all details are accounted for
Financial Analysis, Transactions and Reporting

  • Reviews and generates sales orders, ensuring principal investigators (PIs), faculty, staff, student teams, Sedra Design Center, labs, and clinics receive accurate transaction details required for account reconciliation, acting as the direct point of contact for any related inquiries
  • Financial reporting as required by Federal and Provincial funding agencies, UW Finance, and the Office of Research. This requires identification, procurement, and analysis of the necessary data, and production of detailed summary reports as are appropriate to the funding agency, and/or UW Finance
  • Collaborates with the Engineering Financial Officer and Engineering Research Office in handling complex billing situations to determine the appropriate subsidized rate on a projecttoproject basis
  • Executes small and largescale purchases via PCard; allocates expenses in Centre Suite accurately for tracking and reporting purposes
  • Liaises with clients to ensure their reporting needs are met, and with the Finance department to ensure University reporting procedures are followed
  • Compiles, organizes, and graphs data to compare labour and material sales on a monthly and/or annual basis as required by the Engineering Research Office
EMS Stores Management; Coordination of Resources and Logistics

  • Extensively builds upon current practices and procedures to better serve customers, shop technicians, and management of EMS
  • Coordinates supply and service orders with incoming customer requests, meeting time constraints with accuracy and efficiency
  • Responsible for procurement of material and items to support fellow departments as well as undergraduate student design teams, course projects and research initiatives
  • Creates and manages inventory tracking programs for Sedra Student Design Center, Student design teams and other departments as required
  • Advocates on behalf of customers (student and departments) by negotiating with suppliers to ensure th
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