Admin assistant Jobs in Ottawa, ON

Position Title: BILINGUAL Finance & Accounting Coordinator
Contract Duration: 12 month contract starting in August
Salary & Benefits: 63-75K (7 hours per day - 35hr work week)
Position Status: Upcoming vacancy
Location: DT Ottawa
Work Model: Hybrid - 3 days on site, 2 days WFH

Our client, a well-established, mission-driven organization, is seeking a highly organized and detail-oriented Finance & Accounting Coordinator to join their team on a maternity leave contract. Reporting to senior finance leadership, this position plays an important role in supporting the day-to-day operations of the Finance Department through a combination of financial administration, payroll support, records management, budgeting coordination, and committee support.

This role is ideal for someone who enjoys working behind the scenes to ensure financial processes run smoothly and accurately. You will collaborate closely with finance leadership while helping maintain the integrity, organization, and confidentiality of financial records, employee information, and reporting processes.

Responsibilities

Financial Administration

• Provide administrative support to the Finance Department, including maintaining records, tracking deadlines, and organizing financial documentation.
• Assist with accounts payable and accounts receivable activities, invoice administration, and maintaining accurate records.
• Support bank and credit card reconciliations by gathering supporting documentation and ensuring information is complete and organized.
• Maintain electronic and paper filing systems for financial records, vendor documentation, and audit files.
• Assist with audit preparation, internal reviews, and document retention requirements.
• Support strong internal controls and confidentiality standards related to financial information.

Payroll & Employee Records Support

• Assist with payroll administration by collecting, organizing, and verifying payroll information.
• Maintain employee payroll, leave, benefits, and pension records.
• Monitor documentation for completeness and follow up on outstanding information.
• Respond to routine employee inquiries and provide support related to forms and documentation requirements.
• Support the Payroll and Accounting team with various administrative tasks.

Budgeting & Reporting

• Assist with the annual budgeting process by collecting information, maintaining templates, and tracking submissions.
• Support month-end, quarter-end, and year-end processes by preparing and organizing spreadsheets, reconciliations, and supporting documentation.
• Compile information and assist with basic analysis and report preparation for management and audit purposes.
• Support financial reporting activities and ensure documentation is maintained accurately.

Committee & Governance Support

• Coordinate Finance and Audit Committee meetings, including scheduling, meeting logistics, and preparation of materials.
• Assist with meeting packages, attendance tracking, and maintaining committee records.
• Prepare draft meeting minutes and ensure documentation is retained in accordance with organizational requirements.

Records Management & Process Improvement

• Maintain confidential employee and financial records in accordance with privacy legislation and internal controls.
• Ensure documentation is organized and audit-ready.
• Identify opportunities to improve administrative processes and recordkeeping practices.
• Provide additional support and special project assistance as required.

Qualifications

• Diploma or degree in Accounting, Finance, Business Administration, Office Administration, or a related discipline.
• Minimum two years of experience in accounting, finance, payroll, or administrative support.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities while maintaining confidentiality and accuracy.
• Proficiency with Microsoft Office, particularly Excel.
• Strong written and verbal communication skills.
• Bilingualism (English and French) is required.
• Experience working in a unionized, non-profit, association, membership-based, or public sector environment is considered a strong asset.

What Will Make You Stand Out

• Experience supporting payroll administration, benefits, pension programs, or leave management.
• Exposure to accounts payable, accounts receivable, reconciliations, month-end and year-end processes.
• Experience assisting with audits and maintaining audit-ready documentation.
• Strong Excel skills, including formulas, reconciliations, and financial tracking.
• Ability to work independently while supporting a collaborative team environment.
• Experience working in organizations where confidentiality, compliance, and accuracy are critical.
• Previous experience in a unionized or mission-driven environment.

This is an excellent opportunity for a dependable and proactive professional who enjoys supporting financial operations and contributing to the success of a collaborative and purpose-driven organization.

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AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.