Office, Finance and Operations Coordinator

Position: Office, Finance and Operations Coordinator )
Location:

Montreal, QC (Lachine/St-Laurent area) – 100% On-site
Pay:  $25.00 per hour
Status:  80-100% (30–37.5 hours/week)
About Nualtis  Nualtis is a pioneering drug delivery company specializing in the development and manufacturing of oral thin films. We are currently scaling from R&D into commercial‑scale production at our state‑of‑the‑art Montreal facility. With 20+ years of expertise and a tight‑knit team of 30, we are looking for a proactive individual to keep our headquarters running like clockwork.

The Role  We are looking for a detail-oriented and proactive professional to join our team as Office, Finance and Operations Coordinator. In this cross‑team role, you will be responsible for managing the full accounts payable cycle, supporting day‑to‑day office operations, and assisting with supply chain coordination. You will work closely with the Senior Finance Manager and cross‑functional teams to ensure smooth financial and operational processes.

Key Responsibilities     Office & Culture Management
Act as the first point of contact for visitors and dispatch incoming calls, mail and packages.
Coordinate company events and monthly All‑hands lunches, birthdays, and onboarding to maintain our positive, ambitious culture.
Manage executive travel, research accommodations, and handle filing/scanning/mailings.
Keep the kitchen and office fully stocked; run local errands using your own vehicle.

Accounts Payable
Own and manage the accounts payable inbox — respond to vendor inquiries, follow up on outstanding items, and ensure timely communication.
Record invoices accurately and on time in the accounting system, ensuring proper coding and approvals.
Monitor upcoming invoice due dates and schedule payments to avoid late fees or disruptions.
Reconcile vendor statements and resolve discrepancies in a timely manner.
Maintain organized and up‑to‑date AP records and filing systems.
Review and process employee expense reports, ensuring all submissions are accurate, properly coded, and supported by appropriate documentation (receipts, approvals, etc.).

Finance Support and Strategic Projects (development opportunity)
Provide day‑to‑day support to the Senior Finance Manager, including preparing reports, gathering data, and assisting with financial analysis.
Assist with month‑end and year‑end close processes, including AP accruals and aging reports.
Contribute to strategic finance and operations projects.
Identify opportunities to improve processes and increase efficiency within AP and office operations.

Supply Chain Support
Serve as the main point of contact for vendor communications — build and maintain strong vendor relationships.
Request and compare quotes from vendors to ensure competitive pricing and value.
Coordinate import logistics of production materials from North America, Europe and Asia.
Conduct vendor research to identify new suppliers, evaluate options, and support sourcing decisions.
Follow up on outstanding POs to confirm delivery timelines and resolve any issues.

Requirements

Education:

College diploma or Bachelor’s degree (Business, Science, HR or other related field).
Language:
Skilled proficiency in French and English (written and spoken) is required for vendor and team communication.
Tech Savvy:
Proficient in MS Office. Experience using LLMs (Claude, Gemini) to increase productivity is a major asset.

Experience with Oracle Net Suite is a plus.
Mindset:
An 'ownership mindset.' You don't just see a mess; you clean it. You don't just see a delay; you solve it.
Why Join Us?
Be a key player in a scaling pharmaceutical company.
Fast‑paced, entrepreneurial environment where your impact is visible every day.
Core hours starting at 8:30AM with a stable, 5‑day‑on‑site schedule.

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