Admin & Finance Coordinator

Engaged HR; Toronto; Hybrid; CAD 49,000 - 61,000; Full time

Job summary

Food Banks Canada is seeking an Admin & Finance Coordinator for a temporary 18-month contract, based within 100 km of the Greater Toronto Area. You will support accounting, handle accounts receivable, reconcile corporate credit cards, and manage office mail services while assisting the Finance Manager to ensure compliant financial records.

Responsibilities include cheque endorsements, batch processing in Business Central, CRA compliance, and maintaining internal controls.

Qualifications

• Completion of a post-secondary college diploma in accounting.
• Minimum 2 years of relevant accounting experience in a business or not-for-profit organization.
• Exceptional attention to detail and accuracy.
• Excellent organizational, time management and planning skills.
• Self-starter with ability to multi-task and prioritize workload.
• Strong verbal and written communication skills.
• Clear, professional communicator capable of teamwork.
• Ability to work independently and as part of a team with confidentiality.
• Proficiency in Microsoft Office, including Excel.
• Knowledge of Business Central and Mission CRM is an asset.
• Strong proofreading skills and attention to detail.
• Bilingualism (English/French) is an asset.

Responsibilities

• Endorse cheques and perform weekly bank deposits; scan and organize supporting documents; file deposit slips in SharePoint.
• Prepare and distribute weekly batches to Development Team; input revenue data into Business Central; ensure codes align with Donor CRM.
• Download daily bank feeds; monitor and report suspicious credit card activity to Finance Manager.
• Follow up with staff for supporting documents; match to PO/authorizations; verify extensions; input GL codes in accounting system.
• Perform corporate card reconciliation and obtain monthly approvals from VP of Finance.
• Apply HST/GST rebates and calculate amounts as needed.
• Maintain accurate electronic filing systems; ensure CRA compliance; retain documents for 7 years.
• Report control deficiencies to Finance Manager for investigation.
• Coordinate with lockbox service provider for timely mail collection.
• Endorse or complete bank deposits upon mail receipt; safeguard mail securely.
• Scan and share mail with staff; redirect confidential mail as needed.
• Assist with annual and special audits; perform other duties as assigned.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Confidentiality

Independence

Excel

Business Central

Mission CRM

Proofreading

Bilingualism (EN/FR)

Education

Accounting diploma

Tools

Business Central

Mission CRM

SharePoint

Job description

About Food Banks Canada

At Food Banks Canada, our commitment stretches across the nation, tirelessly supporting and enhancing the work of over 5,500 food banks and community organizations. We invest in, advocate for, and bolster their critical efforts. Through diligent research, we delve into the root causes of food insecurity, devising actionable solutions informed by our findings as we work to create a Canada where no one goes hungry.

In 2024, Waterstone Human Capital recognized our workplace for embodying one of Canada’s Most Admired™ Corporate Cultures of the year. This distinction highlights best-in-class Canadian organizations with cultures that have helped them enhance performance. For us, performance means advancing our mission and achieving organizational goals collaboratively with a team that is happy, healthy and engaged.

Our efforts and impact are expanding, and we're opening doors for passionate, teamwork-driven professionals in search of a career that's both meaningful and captivating. Bilingualism (English/French) is an asset for all our roles at Food Banks Canada as we support Canadians across the country.

Note: this is role will be available on a temporary, 18-month contract.

About the Role

The Admin & Finance Coordinator provides professional accounting support to Food Banks Canada and is responsible for the accounts receivable functions, corporate credit card reconciliation, and office mail services. The Finance Coordinator provides assistance to the Finance Manager to ensure all financial records and reports are in compliance with accounting standards and the policies of Food Banks Canada, and that they reflect the strong fiscal management of the organization.

What You Will Be Doing

• Endorse cheques and make bank deposits weekly, scan and organize supporting documents (including cheques, cover letters, and envelopes) and print and file deposit slips in SharePoint


• Prepare and distribute weekly batches to the Development Team, input revenue data into Business Central upon batch approval, and cross check with Donor CRM for accurate Project and Fund code allocations to ensure data consistency across both systems and in compliance with revenue recognition accounting standards for Not-for-Profit Organizations


• Download bank feeds on a daily basis, monitoring and promptly reporting any suspicious corporate credit card transactions to the Finance Manager


• Follow up with staff to collect necessary supporting documents for corporate credit card expenses, match documents to purchase orders or authorizations, verify extensions and assign appropriate GL codes, and input information into the accounting system in compliance with the accounting standards GAAP


• Perform corporate card reconciliation and obtain monthly approval for reconciliations from the VP of Finance


• Apply the HST/GST rebates based on different provincial taxes charged on reported expenses, when applicable, and perform the appropriate calculations to find the correct amounts when needed


• Diligently maintain accurate electronic filing systems for credit card supporting documents and approval batches, ensure compliance with CRA requirements by maintaining the supporting documents for at least 7 years


• Ensure internal controls are followed, and report any control deficiencies you identify immediately to the Finance Manager to investigate


• Coordinate with the lockbox service provider to ensure timely weekly mail collection


• Endorse or complete the bank deposits immediately upon receiving the mail package, and safeguard mail packages in a secure location not accessible to others


• Scan and organize mail and share the SharePoint link with appropriate staff, and redirect confidential or important mail to appropriate staff weekly


• Assist with the execution and management of annual and special audits


• Other duties as assigned

What You Will Need

• Completion of a post-secondary college diploma program or equivalent in accounting


• Minimum 2 years’ relevant experience in an accounting position for a business or NPO organization


• Exceptional attention to detail and accuracy


• Excellent organizational, time management and planning skills


• Self-starter with the ability to multi-task and prioritize workload


• Strong verbal and written communication skills


• Clear, professional communicator


• Ability to work independently and collaboratively as part of a team


• Understanding of confidentiality and ability to maintain confidentiality when handling sensitive information


• Proficiency in Microsoft Office applications, including Excel


• Working knowledge of Business Central and Mission CRM is an asset


• Exceptional attention to detail and accuracy including strong proofreading skills


• Bilingualism (English/French) is an asset

Working Conditions

• Full-time, Monday-Friday, with occasional evening and weekend work


• 18-month contract


• The position is home-based and must be located within 100/km of Greater Toronto Area, ON


• Occasional travel within Canada will be required


• Salary: $48,600 - $60,750.

Applications will be accepted for this vacant position until the end of the day on September 15th, 2026.

We look forward to hearing from and connecting with you!

Food Banks Canada believes that diversity is the cornerstone of excellence within our team and mirrors the community we serve. We warmly invite candidates of all genders, ethnicities, cultural backgrounds, sexual orientations, and abilities to apply. Committed to an accessible recruitment journey, Food Banks Canada ensures a barrier-free experience. Should you be approached for a job opportunity, please reach out to [e-mail] if you require accommodations.

We thank all those who apply but only those applicants who are selected for an interview will be contacted.

Our recruitment process relies on human review. We do not use artificial intelligence (AI) tools to screen, select, or assess candidates.