Director of Finance and Administration

Description

Search conducted by Placemaking 4G at p4g.ca on behalf of zzap.

Established in 2018, zzap operates as a strategic design partner, embedding within the workflows of property owners, developers, institutions, and public-sector clients from the earliest stages of site conceptualization. Our work focuses on unlocking site potential while advancing design quality across Atlantic Canada.

zzap’s founders believe that the integration of architecture and planning, grounded in place and supported by meaningful engagement, results in projects that are embraced by the communities they serve. This approach has contributed to a strong and growing reputation across Atlantic Canada in community planning, land development, heritage, and building design.

zzap works across a broad range of project typologies and sectors, including institutional, government, non-profit, commercial, industrial, hospitality, mixed-use, residential, and heritage. Our work spans multiple scales, from strategic planning and policy frameworks to individual buildings and sites, and reflects a commitment to thoughtful, context-driven design responses rooted in place, policy, and long-term viability.

By integrating urban planners and architects within a single practice, zzap simplifies the complex nature of land development, particularly in environments where regulatory frameworks, site constraints, and competing interests intersect. This integrated approach allows us to support clients through complexity, from early feasibility and entitlement through to detailed design and delivery.

zzap’s work is shaped by community needs and real-world conditions. Whether advancing community planning initiatives, stewarding heritage assets, or delivering new infrastructure and buildings, we bring a consistent focus on design quality, collaboration, and responsible growth.

zzap Values

• Start-to-Finish Care and Respect
• Just Be Honest (Honesty and Trust)
• Bring ’Em to the Table (Collaboration)
• Roll With It (Adaptability)
• Check Our Egos at the Door (Humility)

This Moment, This Position

We've always believed that thoughtful design begins with thoughtful people. As our team and our work continue to grow, we're investing in the business that helps both thrive.

The Director of Finance & Administration provides leadership across zzap's Finance & Administration team and functions. Working closely with the Partners and Leads, you'll oversee the financial and administrative side of the business while helping strengthen the systems, processes, and information that support our growing practice.

Your focus is on creating the conditions that allow our architecture and planning team to do what they do best. Through thoughtful financial leadership, strong business operations, and practical improvements, you'll help ensure zzap continues to grow in ways that are sustainable, intentional, and true to who we are.

We value leaders who ask thoughtful questions, create clarity, empower others, and help people do their best work.

Financial Leadership

Provide financial leadership that enables informed decision-making and supports the long-term sustainability of the firm.

• Lead the firm's budgeting, forecasting, and financial planning processes in collaboration with the Partners.
• Monitor financial performance, profitability, cash flow, accounts receivable, and key business metrics.
• Translate financial information into meaningful insights that support strategic decision-making.
• Prepare executive dashboards and business reporting that provide visibility into organizational performance.
• Oversee payroll, statutory remittances, year-end activities, and financial compliance in partnership with the Finance Administrator and external advisors.
• Coordinate the annual fiscal year-end process and maintain strong relationships with external accountants and financial partners.
• Support annual compensation planning by providing financial analysis and recommendations.
• Monitor government funding programs, grants, and financial reporting requirements.
• Use financial and operational data to support hiring decisions, organizational planning, and resource allocation.
• Continuously strengthen financial processes, controls, and reporting to support sustainable growth.

Business Administration, Technology & Continuous Improvement

Create the business infrastructure that allows the practice to operate efficiently while enabling the architectural and planning teams to focus on client delivery.

• Lead the continuous improvement of the firm's administrative processes, business practices, and organizational procedures.
• Translate strategic priorities established by the Partners into practical implementation plans and coordinated initiatives.
• Identify opportunities to improve efficiency, collaboration, and consistency across the organization.
• Collaborate on the implementation and optimization of business technologies, including finance, HR, business management, AI, collaboration, and workflow automation tools.
• Evaluate emerging technologies and recommend practical solutions that improve organizational effectiveness.
• Develop and maintain dashboards, KPIs, and reporting tools that support data-informed decision-making.
• Ensure organizational templates, documentation, and Standard Operating Procedures remain current, accessible, and scalable.
• Oversee office administration, facilities, equipment, purchasing, and business service providers.

Legal Risk and Compliance

Protect the long-term health of the organization by strengthening business practices, reducing organizational risk, and ensuring compliance.

• Monitor financial, contractual, legal, and organizational risks that may affect the firm's performance.
• Strengthen internal controls and business practices that support accountability and responsible financial stewardship.
• Ensure compliance with statutory reporting requirements, corporate obligations, and contractual commitments.
• Coordinate corporate insurance, legal documentation, and business records with external advisors.
• Oversee vendor agreements and administrative contracts within delegated authority.
• Support business continuity planning and organizational preparedness.
• Identify emerging business risks and recommend practical mitigation strategies.
• Escalate significant financial or legal risks to the Partners.
• Provide timely analysis and recommendations that support confident, informed leadership decisions.

People Leadership & Organizational Development

Support a healthy, collaborative workplace by building strong teams, strengthening business functions, and enabling others to succeed.

• Support a healthy, collaborative workplace by building strong teams, strengthening business functions, and enabling others to succeed.
• Provide leadership, coaching, and direction across zzap's Finance & Administration team, fostering a culture of accountability, continuous learning, collaboration, and professional growth.
• Lead, coach, and develop the Finance Administrator, Office Manager, Proposal & Marketing Lead, and other direct reports.
• Support workforce planning and organizational capacity planning across business functions.
• Develop long-term succession strategies for business operations and administrative functions.
• Identify opportunities to strengthen business resources, administrative capacity, and organizational effectiveness.
• Partner with zzap's external HR resource to implement people programs, policies, and organizational initiatives.
• Support the successful onboarding and integration of new employees.
• Encourage collaboration and communication across departments while helping remove barriers to success.
• Champion zzap's values and help foster a collaborative, inclusive, and high-performing workplace across the Finance & Administration team while supporting a positive and connected culture across the broader organization.
• Help cultivate an organizational environment where people have the tools, information, and support they need to do their best work.

Experience

We're looking for someone who understands that successful professional services firms require both sound financial stewardship and thoughtful business leadership.

• 8–10 years of progressive leadership experience in finance, business administration, or organizational leadership.
• Experience working within a professional services environment such as architecture, engineering, planning, consulting, legal, accounting, or a similarly client-focused organization.
• A strong understanding of the financial drivers of professional services businesses, including budgeting, forecasting, resource planning, project profitability, and long-term business sustainability.
• Experience partnering with senior leaders to support strategic planning, organizational growth, and business decision-making.
• Demonstrated success leading organizational improvement initiatives, strengthening business processes, and implementing new systems or technologies.
• Experience leading administrative or business support teams while fostering collaboration, accountability, and continuous learning.
• The ability to balance strategic thinking with practical execution, moving comfortably between big-picture planning and day-to-day decision-making.

Education

• Bachelor's degree in Accounting, Commerce, Business Administration, Finance, or a related discipline.
• A CPA designation is considered a strong asset but is not required.
• An MBA or other graduate education is considered an asset.
• Ongoing professional development in leadership, finance, organizational effectiveness, or business administration is encouraged and valued.

Technical Knowledge

• You'll be comfortable working across a broad range of business functions and technologies, including:
• Financial management, budgeting, forecasting, and business analysis.
• Financial reporting, dashboards, KPI development, and business performance measurement.
• Organizational planning and continuous improvement.
• Business process design and operational effectiveness.
• Contract administration, procurement, vendor management, and corporate administration.
• Risk management, compliance, and internal controls.
• Technology implementation, workflow automation, and digital transformation.
• Microsoft 365, particularly Excel, along with experience using accounting, payroll, ERP, CRM, or project management software.
• Curiosity about emerging technologies, including Artificial Intelligence, and how they can thoughtfully support people and improve the way work gets done.

We encourage submissions from Black, racialized, Indigenous Peoples, People with Disabilities, members of the 2SLGBTQ+ community, women in non-traditional fields, and newcomers to Canada. We invite you to share this information in your cover letter or resume, and we invite you to express your pronouns.

Moreover, we collaborate closely with the P4G search team, who are dedicated to creating a safe space for you to openly discuss your experiences, preferences, and any accommodations that may support you.

The Package

Salary: $110,000 - $130,000

Location: 1 Canal Street Dartmouth, NS

Schedule: Monday to Friday, 37.5 paid hours per week

Benefits & Perks:

• 3 weeks vacation
• 7 Wellness Days
• December Holiday Shutdown
• Summer Hours
• Flexible work arrangements
• Professional development support
• Wellness Spending Account
• Comprehensive Group Benefits
• Parental Leave EI Top-Up Program
• Dog Friendly Office

Our Process & Application Details

What to Expect
At Placemaking 4G, we believe recruitment should be relational and affirming. We’re working with the organization to ensure candidates are respected, informed, and supported throughout.

• We closely review all applications and read each cover letter (we promise).
• If you are selected as a top candidate, expect an invitation to chat with a Lead Placemaker from P4G. This is someone who treats the recruitment process non-traditionally. We want to get to know what inspires you.
• Selected candidates will proceed to a virtual interview with the Lead P4G Placemaker and 2-3 organization representatives.
• Finalists may participate in a second-round interview or skills activity (virtual or in-person).
• P4G will check employment references and assist in presenting an offer to the successful candidate.

Application Details

Please include a cover letter that speaks to your experience and offers a glimpse of your personality.

Don’t be generic. Be yourself.

Placemaking 4G is a human-dynamics and recruitment firm that helps organizations rethink how they hire and how they support people once they’re through the door.

We partner with organizations to build thoughtful teams through human-centred recruiting services, leading human dynamics (human resource) consulting, facilitation, and educational offerings.