Finance and Administration Coordinator

Itis a dynamic, hands‑on role supporting the day-to‑day accounting, licensing, and administrative operations for Bellwether’s Canadian and U.S. entities. Reporting to the Accounting Manager, this 100% in‑office position is perfect for a detail-oriented, service-minded professional who thrives in a fast‑paced, multi‑entity environment.

You will pivot seamlessly between core financial tasks—such as accounts payable, bank reconciliations, month‑end support, and audit preparation—and essential physical office operations, including front‑desk reception, facilities coordination, and licensing administration. Leveraging modern tools, Excel, and approved AI/automation workflows, you will play a key role in streamlining processes, maintaining pristine digital records, and ensuring a welcoming, high‑standard environment.

What will you bring to the team?

Finance and Accounting Support (65%)

• Daily Transactions:
  Code and enter invoices into the accounting system; ensure all backup and supporting documentation is saved electronically.
• Controls & Approvals:
  Review invoice details for appropriate entity, account coding, tax treatment, and reporting period; verify proper approvals before processing.
• Payments:
  Prepare payment batches and enter payments into banking platforms or other payment systems, adhering to established approval controls. Process cheque payments for signatures as needed; create and maintain vendor records, including banking information and required supporting documentation.
• Reconciliations & Journal Entries:
  Prepare bank account and credit card reconciliations (resolving discrepancies proactively). Enter journal entries under the direction of the Accounting Manager/CFO.
• Month-End & Audits:
  Support the month‑end close process by preparing schedules, reconciliations, invoice accruals, and prepaid expense support. Collaborate with auditors, external accountants, and internal teams to provide requested files.
• Compliance & Multi‑entity Support:
  Support accounting and administrative processes for both Canadian and U.S. entities. Assist with HST, QST, and other government reporting.
• Insurance Admin:
  Assist with the annual renewal of corporate insurance policies, including FIB Bond, E&O, D&O, cyber, property, and other policies as applicable.
• Audit Readiness & Document Control:
  Maintain organized electronic accounting files and ensure documentation is complete and audit‑ready.
• Audit & Stakeholder
  
  Collaboration:
  
  Partner collaboratively with internal team members and serve as a reliable liaison for external accountants and auditors, facilitating the prompt delivery of requested schedules and supporting data.
• Process Standardization:
  Support the implementation and continuous maintenance of uniform accounting procedures, templates, and controls across entities.
• Continuous Improvement:
  Proactively use accounting technology, Excel, electronic filing tools, templates, and approved AI tools to improve invoice processing, reconciliations, document organization, reporting support, and other recurring finance and administration workflows.

Office and Administrative Support (20%)

• Front Desk & Reception:
  Act as the professional and welcoming face of the Oakville office. Greet visitors, clients, advisors, and vendors; notify internal personnel of arrivals.
• Office Coordination:
  Manage incoming and outgoing mail, couriers, and deliveries (scanning and filing documents as needed). Keep the reception, meeting rooms, and office common areas safe, clean, and organized. Notify company personnel of visitor arrivals and direct visitors appropriately.
• Coordinate incoming/outgoing mail and logistics:
  Efficiently receive, sort, scan, distribute, or digitally archive all mail, packages, and courier deliveries.
• Oversee office facilities and inventory:
  Maintain the organization, cleanliness, and stocking of shared common spaces, including the kitchen, meeting rooms, and supply areas.
• Event Coordination:
  Support the planning, logistics, and execution of internal staff events, advisor gatherings, and other corporate functions.
• Travel Coordination:
  Manage end‑to‑end travel logistics for the executive team, including booking…