Director of Administration and Finance; Hybrid

Position: Director of Administration and Finance (Hybrid)
Open Arms Resource Center is committed to transforming lives by providing compassionate, impactful services to individuals experiencing homelessness.

The Director of Administration and Finance is a member of Open Arms' senior leadership team responsible for overseeing the organization's financial and administrative operations. This position is responsible for the strategic planning, financial management, human resources oversight, and general administrative functions of Open Arms. The Director will work alongside and receive support from an external accountant.

Responsibilities

Financial Management & Oversight (in conjunction with an external accountant):

Strategic Financial Planning:

Develop and implement long-range financial plans and strategies that align with the organization's mission and objectives.

Advise the Executive Director on financial implications of proposed strategies.

Budgeting & Forecasting:

Lead the annual budget development process, working collaboratively with the Executive Director and senior management team.

Monitor budget performance, identify variances, and provide regular financial forecasts.

Develop and implement budget control mechanisms to ensure fiscal responsibility.

Financial Reporting & Analysis:

Prepare and present accurate and timely financial statements (e.g., balance sheets, income statements, cash flow statements) to the Executive Director.

Conduct in-depth financial analysis, including trend analysis and cost analysis to inform decision-making.

Ensure compliance with all relevant financial regulations, accounting standards (e.g., GAAP, IFRS), and funder requirements.

Cash Flow Management:

Manage organizational cash flow, investments, and banking relationships.

Oversee regular cash deposits.

Grants & Contracts Management:

Oversee financial reporting and compliance for grants and contracts.

Work with program staff to ensure proper allocation and tracking of grant funds.

Audit & Compliance:

Serve as the primary liaison for external audits, ensuring a smooth and efficient audit process.

Implement and maintain robust internal controls to safeguard assets and ensure financial integrity.

Administrative Oversight:

Human Resources:

Oversee key HR functions, including compensation, benefits, and compliance with labor laws.

Together with the Director of Operations, develop and implement HR policies and procedures.

Vendor Relations:

Serving as the main liaison between the organization and its vendors.

Fostering collaborative and mutually beneficial relationships with vendors.

Facilities Management:

Oversee staff responsible for office facilities and external properties, including maintenance, leases, and tenant issues.

Retail Oversight:

Oversee finances and staff member for retail operations side of the organization.

Legal &

Risk Management:

Oversee legal affairs, including contracts, intellectual property, and compliance with relevant laws and regulations.

Identify and mitigate organizational risks, including developing and implementing appropriate insurance coverage.

General Administration:

Supervise administrative staff and ensure efficient office operations.

Develop and implement administrative policies and procedures.

Leadership &

Collaboration:

Serve as a trusted advisor to the Executive Director on all financial and administrative matters.

Collaborate effectively with the senior management team and staff to achieve organizational goals.

Lead, mentor, and develop the administrative and facilities management teams.

Foster a culture of accountability, transparency, and continuous improvement.

Qualifications

Education:

Bachelor's degree in Finance, Accounting, Business Administration, or a related field required. Master's degree (MBA) or professional certification (CPA) highly preferred.

Experience:

Minimum of 5 years of progressive experience in financial and administrative management, with at least 3 years in a leadership role. Experience in a non-profit setting is an asset.

Knowledge of issues related to poverty, homelessness, and housing is an asset.

Strong understanding of GAAP or relevant accounting standards.

Proven experience in budget development and management, financial reporting, and forecasting.

Demonstrated ability to perform financial analysis and develop strategic financial plans.

Solid understanding of HR best practices and labor laws.

Experience with vendor oversight and general administrative management.

Proficiency in financial management software (e.g., Quick Books, Sage) and advanced Excel skills.

Proven leadership and team management abilities, with a track record of developing and motivating staff.

Excellent analytical, problem-solving, and decision-making skills.

Strong organizational skills and attention to detail.

Exceptional written and verbal communication skills, with the ability to present complex financial information clearly and concisely to diverse audiences.

Strong interpersonal skills and the ability to build effective relationships with internal and external stakeholders.

High level of integrity,…