Business Coordinator in Victoria

The City of Victoria is seeking a Business Coordinator - Fleet Equipment Management Program to help guide the business and financial operations behind one of the region's most diverse municipal fleet and equipment programs. Working closely with Fleet leadership and partners across the organization, you'll help inform decisions on asset management, budgeting, fleet replacement planning, and operational performance.

Success in this role requires more than strong financial and administrative skills. We're seeking a highly organized, analytical professional who enjoys working with data, finding efficiencies, and supporting decision-making through clear reporting and practical recommendations. Experience with budgeting, asset management, financial analysis, and process improvement will be important, along with the ability to build strong relationships across technical and operational teams.

For professionals who enjoy solving problems, improving business processes, and seeing the real-world impact of their work, this is a unique opportunity to support the fleet and equipment that help keep Victoria running every day.

POSITION FUNCTION

Coordinate and participate in the budget, financial and business planning functions of the Fleet and Power Equipment Sections.

KEY DUTIES

• Assist the Manager of Fleet in the development of budgeting and financial planning strategies, and fleet administration responsibilities for the sections in relation to the asset management strategy.
• Coordinate the administration of the regulatory compliance needs of the sections including commercial driver abstract administration.
• Determine cost tracking and budgeting business needs, identify business requirements and implement related changes based on those needs with consultation and input from the Manager of Fleet.
• Monitor, analyse and report on cost accounting/asset management.
• Coordinate with Asset Management and Finance to develop asset management and maintenance management systems to improve cost tracking.
• Prepare monthly and annual budget tracking reports, such as over/under budget reports, expenditure curves, revenue to expense comparisons and analysis of variance of actual to budget.
• Prepare financial performance reports with supporting documents on operating and capital projects and programs.
• Coordinate and provide liaison with city wide end user groups on the administration, annual renewal and ongoing ICBC insurance requirements of all licensed vehicles and equipment.
• Track and report the financial progress of ongoing capital and operating budgets.
• Prepare reports for the supervisor for presentation to senior management.
• Coordinate the collection and analysis of fleet data and maintain fleet inventory system and master files utilizing asset management software.
• Administer vehicle and equipment disposal documents.
• Prepare requests for proposals and related documents for operational contracts such as service, vehicle rental and inventory; assess and make recommendations in the selection of suppliers of assets and services.
• Responsible for the management of the National Safety Code requirement to manage and administer the annual driver’s abstract database for all commercial vehicle operators with the City.
• Responsible for the maintenance and administration of the fuel security card Program regarding issuing, activating or deactivating cards and accounting period end reconciliation of all fuel transactions city wide.
• Provide accounting support for Fleet and Power Equipment sections including budget preparation, analysis, GL Inquiries, opening and closing work orders and assisting with process reviews.
• Create and manage manual and computerized files and databases.
• Contact outside agencies and other departments such as ICBC, National Safety Council, Insurance Brokers, Police and Fire Departments to obtain or provide information.
• Reconcile a variety of monthly billings; sort and distribute incoming correspondence; code invoices and forward for payment.

INDEPENDENCE

Work is generated by operational demand or requests for services and is reviewed periodically for accuracy. Major expenditures or issues that deviate significantly from departmental practices and policies are discussed with supervisor.

KEY SKILLS AND ABILITIES

• Organize and prioritize work.
• Understand and apply the techniques of financial accounting, budget and business processes, and fleet management principles.
• Strong verbal and written communication skills.
• Interpret related legislation, policies, and regulations.
• Type 60 wpm; working level operation of current City of Victoria word processing and specialty software.
• Advanced knowledge and experience of current City word processing, spreadsheet, modelling and related specialty software.
• Strong Understanding of Microsoft 365 programs including Excel, SharePoint & Teams.
• Ability to multi-task and manage changing priorities under tight deadlines.
• Maintain accurate records.
• Establish and maintain effective working relationships.
• Deal effectively with the public and outside agencies.

QUALIFICATIONS

• High School Graduation Diploma in Business Management Administration or related field.
• Maintenance Management Professional Certification (MMP).
• Current and valid Class 5 B.C. Driver's Licence.
• 3 years of related experience including experience in fleet management or asset management / maintenance operations.

OTHER

May be requested to substitute in a more senior position.

Application

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.