Financial Operations Coordinator

Job Title: Financial Operations Coordinator

Reporting directly to: Business Manager

Location: 204-755 Queensway E, Mississauga, ON L4Y 4C5

Compensation: $58,000-$68,000

Environment and Role: Newly created in-office operations role supporting a growing firm

About Us

F Silveira Chartered Professional Accountants is a growing public accounting firm based in Mississauga, Ontario. We support privately owned-managed businesses with accounting, assurance (ASPE & IFRS), tax compliance, and advisory services. Our firm is built on strong client relationships, high-quality work, continuous improvement, and a modern, team-first culture.

Position Purpose

This newly created role strengthens the firm’s operational infrastructure by improving workflow visibility, scheduling discipline, billing coordination, client follow-up, and reporting. The Financial Operations Coordinator ensures work is clearly created, assigned, tracked, billed, followed up, and visible to leadership.

The Opportunity

We are seeking a highly organized, experineced, system-minded Financial Operations Coordinator to help manage the firm’s daily operational rhythm. This is an operations coordination role, not a bookkeeping production role, focused on workflow visibility, scheduling, client administration, billing coordination, accounts receivable follow-up, KPI reporting, and practical execution across the firm.

This role is suited to someone who understands accounting firm terminology and financial processes, with strengths in coordination, follow-through, systems, reporting, and team organization. The Financial Operations Coordinator will work closely with the Business Manager, leadership, and accounting team to support clear priorities, accurate information, and consistent operational execution.

Key Responsibilities

Experience with Karbon is considered a strong asset. Experience with Xero Accounting is helpful for billing, payment, and reporting coordination; however, this position is not responsible for performing firm bookkeeping, preparing client bookkeeping files, or completing accounting production work.

Karbon Workflow and Scheduling Coordination

• Coordinate daily Karbon use and keep workflow information accurate.

• Create, assign, monitor, and update jobs to clarify ownership and deadlines.

• Maintain dashboards showing priorities, bottlenecks, overdue items, and capacity concerns.

• Follow up on missing updates, overdue tasks, stalled jobs, and workflow gaps.

• Keep dates, statuses, assignments, and task structures current.

• Build and maintain Karbon templates, automation, checklists, and standards.

• Support new client and engagement setup in Karbon.

• Train and support staff on consistent Karbon best practices.

Operational Reporting and KPI Coordination

• Prepare weekly and monthly operational reports.

• Track workflow status, WIP, billing, AR, productivity, and bottlenecks.

• Maintain leadership dashboards and summaries.

• Identify data gaps, system issues, delays, and process gaps.

• Support quarterly reviews with organized performance information.

• Recommend improvements to visibility, accountability, and consistency.

Client Administration and Communication Coordination

• Coordinate client administration, onboarding, billing, and workflow matters.

• Support onboarding by coordinating forms, engagement setup, records, and handoffs.

• Maintain client records, correspondence, billing notes, and administrative details.

• Communicate professionally on administrative requests, billing questions, follow-up, and status updates.

• Support timely, clear, and professional client communication.

• Provide backup reception and client-facing administrative support as needed.

Internal Operations and Process Support

• Support leadership with operations, projects, documentation, and follow-through.

• Maintain SOPs for workflow, billing, reporting, and client administration.

• Coordinate deadlines, recurring meetings, action items, and operational follow-ups.

• Assist with system clean-up, data quality, and consistency across firm tools.

• Implement improvements that reduce bottlenecks, strengthen accountability, and improve organization.

Required Qualifications

• Diploma/degree in Business/Operations/Office Administration, Accounting, Bookkeeping or a related.

• Experience in an accounting firm, bookkeeping practice, professional services firm, or operations/admin role with financial process exposure.

• Strong understanding of billing, accounts receivable, client administration, workflow coordination, and basic accounting terminology.

• High proficiency with office productivity tools and comfort learning cloud-based systems.

• Karbon experience is a strong asset; Xero experience is an asset.

• Excellent organization, accuracy, follow-through, and attention to detail.

• Professional written and verbal communication skills in English, with the confidence to follow up with clients and team members.

• Ability to manage multiple priorities in a fast-paced professional environment while maintaining confidentiality and sound judgment.

Key Competencies

• Systems-minded and operationally disciplined.

• Proactive, organized, and solution focused.

• Able to keep workflows, schedules, and follow-ups on track professionally.

• Data-aware, with the ability to spot gaps, bottlenecks, and inconsistencies.

• Client-service focused, with sound communication judgment.

• High integrity, confidentiality, and discretion.

• Independent, while working closely with leadership and the accounting team.

Success Metrics

• Accurate and up-to-date Karbon workflows, job statuses, and dashboard information.

• Improved on-time job completion visibility and fewer stalled or unassigned tasks.

• Timely billing coordination and reduced billing turnaround time.

• Consistent AR follow-up and improved visibility into overdue accounts.

• Accurate, useful, and timely KPI and operational reporting.

• Stronger system adoption and consistent workflow discipline across the team.

• Reduced operational bottlenecks and improved internal follow-through.

• Positive client and team feedback on communication, responsiveness, and organization.

What We Offer

• Competitive compensation based on experience.

• Health benefits.

• Holiday closure from December 24th-January 2nd.

• Performance-based reward system.

• Collaborative team culture with strong standards and continuous improvement.

• Opportunity to work directly with leadership and impact operations, visibility, and quality.

Work Environment and Physical Demands

The physical demands and working conditions described here represent those that are typically required for an employee to successfully perform the essential functions of this position.

• Sitting at a desk for extended periods.

• Making or receiving telephone calls for prolonged durations.

• Using a keyboard to conduct research, update systems, and communicate in writing for long intervals.

• Viewing a computer monitor for extended periods.

• Occasional standing, walking, reaching, and stooping.

• Occasionally lifting items weighing up to 20 kilograms.

• Exposure to environments with low to moderate noise levels.

• Occasional travel within Canada.

Accessibility and Accommodation

We encourage applications from all qualified individuals, including those with disabilities and accommodation needs. Please notify us if you have any accessibility requirements. Information gathered will only be used for the purpose of determining employment suitability and will remain confidential.