Finance & Operations Specialist

Salary Range: $55,000.00 To $67,500.00 Annually

The Finance & Operations Specialist is responsible for managing accounts payable and receivable processes, supporting monthly accounting activities, maintaining financial records, and providing administrative and reception support. This role plays a critical part in ensuring the smooth operation of both the finance department and the office environment.

• Process vendor invoices and employee expense reports accurately and on time.
• Ensure invoices receive appropriate approvals and are coded correctly.
• Maintain accurate records within Quick Books and other financial systems.
• Assist with credit card reconciliations and the collection of supporting documentation.
• Respond to internal and external inquiries regarding account status and discrepancies.
• Support month-end and year-end financial processes.

• Maintain accurate supplier and subcontractor records.
• Process subcontractor invoices, administer payments, and maintain positive vendor relationships.

• Process supplier invoices through Dext.
• Prepare electronic payment batches through Plooto for approval.
• Ensure all supporting documentation is attached and audit‑ready.
• Monitor payment statuses and resolve exceptions.

• Monitor customer accounts and follow up on outstanding balances.
• Prepare aging reports.
• Assist management with collection activities.
• Communicate professionally with clients regarding overdue invoices.

• Coordinate event billing and assist with project reconciliation to ensure timely and accurate invoicing.
• Review completed event files for billing accuracy.
• Assist with reconciliation between Flex Rental Solutions and accounting records.
• Coordinate with Project Managers and Sales Managers to ensure timely invoicing.

• Welcome visitors and provide a professional first impression of the company.
• Answer, screen, and direct incoming phone calls.
• Respond to general inquiries by phone, email, and in person.
• Receive, sort, and distribute incoming mail and deliveries.
• Provide administrative support to help maintain efficient office operations.
• Coordinate office supplies and inventory.
• Support the onboarding of new employees.
• Assist with meeting coordination and company events.
• Maintain filing systems and company records.

Enjoy 3 weeks paid vacation, fully covered health benefits, paid personal time, professional development, company tech, and a fun, social work culture.

• Minimum 3 years of bookkeeping, accounting, finance, or administrative experience.
• Post‑secondary education in Accounting, Finance, Bookkeeping, Business Administration, or a related field.
• Experience supporting finance functions in a fast‑paced environment.
• Experience in the live events, production, or audio‑visual industry is considered an asset.

• Proficiency with Quick Books Online.
• Advanced Microsoft Excel skills, including Pivot Tables, VLOOKUP, and XLOOKUP functions.
• Experience using Dext and Plooto or similar financial management platforms.
• Strong working knowledge of Microsoft 365 applications.
• Experience with CRM systems; familiarity with Flex Rental Solutions is considered an asset.

• Understanding of accounts payable and accounts receivable processes.
• Experience in preparing and posting journal entries.
• Knowledge of HST filing requirements and sales tax administration.
• Experience performing account and general ledger reconciliations.
• Understanding of month‑end close procedures and financial reporting processes.
• Basic payroll knowledge and familiarity with payroll‑related processes.

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time‑management skills with the ability to manage multiple priorities.
• Analytical thinker with strong problem‑solving abilities.
• Excellent written and verbal communication skills.
• Professional and customer‑service‑oriented approach.
• Ability to work independently while contributing effectively within a team environment.
• Comfortable working in a fast‑paced environment with shifting priorities.
• Participation in company training and professional development initiatives.
• Perform office‑related duties involving extended periods of sitting, standing, walking, and computer work.