Area Administrative Manager - Bilingual

Securitas Security Services USA, Inc.; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Diversity celebration

Encouragement of applications from designated groups

Job summary

A leading security services provider in Ottawa is seeking a Bilingual Area Finance and Administration Manager. Responsibilities include assisting management with financial analysis, overseeing administrative functions, and ensuring compliance with company policies. Candidates must be bilingual in French and English and have a college diploma in a related field. This position offers opportunities for hybrid or remote work.

Qualifications

• 3-5 years' experience in administration, finance preferably within the Security Industry.
• Ability to organize and prioritize tasks.
• Understanding of proprietary software/systems.

Responsibilities

• Assist in operational functions and processes for all Branch offices.
• Compile data and create financial reports.
• Oversee the Area Administration function related to financial reporting.

Skills

Bilingual (French/English)

Excellent communication skills

Strong interpersonal skills

Financial reporting

Education

College diploma in a Financially related discipline

Tools

MS Word

Excel

PowerPoint

Oracle

Job description

JOB SUMMARY

Serves as confidential administrator for an Area Vice President and Area office. Carries out diverse administrative duties and implements organizational policies and practices. Aids line management in staff capacity by coordinating office services, such as budget preparation and records control, and conducting special management studies.

JOB REQUIREMENTS

• Bilingual (French/English)
• The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The Bilingual Area Finance and Administration Manager might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
• The Bilingual Area Finance and Administration Manager will assist the Area Vice President and District Managers in the analysis and preparation of financial reports.
• This role will liaise with internal Finance personnel including the Country Controller and international support personnel.
• All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

RESPONSIBILITIES

• Establish and maintain an effective liaison with all assigned internal clients through regularly scheduled calls and communications.
• Assisting in Operational functions and processes for all Branch offices.
• Assists with presentation preparations.
• Compiling of data and creation of reports; making corrections, tracking accuracy, analyzing financial statements and provides financial advice, on weekly and monthly basis.
• Oversees the Area Administration function as it relates to Financial Reporting Policies and Procedures.
• Management of Area office (Ottawa).
• Processes general ledger related adjustments as required; advises Corporate Accounting of any special requirements to modify client profiles.
• Processing, tracking and management of AP and AR invoices and payments.
• Provides account analysis and provides highlights of analysis; provides cost analysis support; reconciliation of G/L accounts for specified areas.
• Support and guidance to District Manager with the analysis and management of their financial statements, including monthly financial reports, collection of accounts receivable, management of equipment, annual budget and quarterly forecast preparation.
• Reviews G/L entries with Branch Managers to ensure accurate entry of expenses.
• Researches appropriate expenditures including equipment, supplies, and vehicles; ensures adequate inventory of uniforms, radios, etc.; maintains and submits payroll records and other required information; submits vendor invoices for payment through AP system (including union remittances).
• Traces all cash transactions enquiries from both internal and external clients; verifies all adjustments received from Corporate Accounting.
• Training and support for new personnel with respect to financial systems.
• Support to HR regarding all aspects of Payroll
  • Prepares and issues Records of Employment (ROEs), ensuring accuracy for Service Canada.
  • Tracks and reconciles leave entitlements such as vacation, statutory holidays, sick days, family leave, and CNESST-related absences, ensuring alignment with provincial legislation, CBAs and company policy.
  • Supports onboarding and offboarding by ensuring payroll enrollment, changes, and final pay calculations comply with provincial Labour Standards and CBAs.
  • Responds to employee payroll inquiries in a timely and confidential manner, providing guidance on provincial entitlements (e.g., personal emergency leave, statutory holidays, etc.).
• Support to National Office regarding financial data, when required.
• Coordination of information concerning: Renewal of Insurance certificates, renewal of provincial/local agency licenses, administrative data concerning local offices, renewal of office or equipment leases.
• Main contact for all administrative support staff for Securitas (from other areas, Head Office‑Toronto, Eastern Operations Centre and Western Operations Centre, US).
• Documents and investigates invoice issues.
• Completes monthly union remittances and produces tracking reports for monthly union dues and benefits (Health & Pension remittances); provides information on employee payroll matters; reconciles asset accounts; reconciles government remittances.
• Other duties as assigned.

POSITION SPECIFICATIONS

• Progressive experience in Financial Operational Support.
• Ability to interact effectively at all levels and across diverse cultures and countries.
• Must possess excellent communication (both oral and written) and interpersonal skills to work with internal and external clients.
• Must be able to organize and prioritize to support an effective/efficient operation and accomplishment of stated goals.
• Must have an understanding and ability to utilize proprietary software/systems.
• Excellent planning, organizing, and project coordination skills.
• Ability to be an effective team member and handle projects responsibly.
• Ability to adapt to changes in the external environment and organization.
• Ability to work independently or as part of a team.
• Excellent computer skills and proficient in MS Word, Excel, PowerPoint, Oracle with full training provided on internal software.
• College diploma in a Financially related discipline preferred.
• Minimum of three to five (3-5) years’ experience in administration, finance preferably within the Security Industry.
• Bilingualism in both Official Languages required.
• Must undergo and meet company standards for background and reference checks, and behavioral selection survey.
• Must be able to obtain a federal clearance which involves a criminal background check.
• Handling and being exposed to sensitive and confidential information.
• Occasional use of vehicle required in the performance of duties.
• Occasional travel to various company offices and other locations.
• Remote/hybrid/on-site work options.

QUALIFICATIONS

• College diploma in a Financially related discipline preferred.
• Minimum of three to five (3-5) years’ experience in administration, finance preferably within the Security Industry.
• Bilingualism in both Official Languages required.
• Must undergo and meet company standards for background and reference checks, and behavioral selection survey.
• Must be able to obtain a federal clearance which involves a criminal background check.
• Handling and being exposed to sensitive and confidential information.
• Occasional use of vehicle required in the performance of duties.
• Occasional travel to various company offices and other locations.

OTHER

• Must undergo and meet company standards for background and reference checks, and behavioral selection survey.
• Must be able to obtain a federal clearance which involves a criminal background check.
• Handling and being exposed to sensitive and confidential information.
• Occasional use of vehicle required in the performance of duties.
• Occasional travel to various company offices and other locations.

Securitas Canada celebrates diversity and we welcome and encourage applications from the four designated groups; namely women, aboriginal people, visible minorities and persons with disabilities.