Finance & Office Administrator

TAG HR; Ottawa; On-site; CAD 48,000 - 53,000; Full time

Job summary

A leading HR consultancy is seeking a Finance & Office Administrator to manage finance operations, office organization, and HR onboarding. This on-site role in Ottawa requires strong organizational skills and 3+ years of experience in finance or administrative support. The ideal candidate will contribute positively to team operations while managing multiple tasks efficiently.

Qualifications

• 3+ years of experience in finance administration or office coordination.
• Highly organized and self-driven with multitasking ability.
• Strong English communication skills required.

Responsibilities

• Manage accounts receivable and issue invoices.
• Maintain office cleanliness and organization.
• Post jobs and coordinate employee onboarding.

Skills

Finance administration

Organizational skills

Communication skills

Bookkeeping

HR coordination

G-Suite proficiency

Education

Post-secondary diploma

Tools

QuickBooks

Stripe

Slack

Float

G-Suite

Job description

Position Type: Full-Time, 6 month Contract (with potential for permanent)

Location: On-site - Kanata

About the Role

Our client is seeking an organized, proactive, and detail-oriented Finance & Office Administrator. This role is central to day-to-day operations, supporting everything from invoicing, collections, and HR onboarding to office upkeep and travel logistics.

You’ll work closely with multiple team leads across Finance, HR, Marketing, and Revenue Operations to ensure smooth operations and a seamless experience for employees.

Salary: $48,000 - $53,000+ (depending on experience)

Key Responsibilities

• Finance & Revenue Operations Support
  • Manage all aspects of accounts receivable, from issuing invoices to following up on outstanding payments using platforms like Stripe and QuickBooks.
  • Support expense reporting and monitor funds and receipts collection.
  • Collect contractor invoices monthly and ensure timely payment.
  • Approve and reconcile deals, charges, and cancellations.
  • Assist with grant administration (e.g., CSJ, IRAP, CanExport).
  • Liaise with external bookkeepers to support month-end close procedures.
  • Grow into managing full-cycle AP, AR, and payroll functions over time.
• Office & Facilities Management
  • Maintain cleanliness and organization of kitchen, meeting rooms, and office spaces.
  • Restock fridge/snacks and manage inventory.
  • Water plants as scheduled.
  • Manage office supplies and promotional items inventory.
  • Coordinate booth shipments and logistics for trade shows.
  • Organize internal events such as team celebrations and lunches.
• HR & Onboarding Support
  • Post jobs on HR platforms and prepare offer letters.
  • Coordinate employee onboarding, including accounts, equipment, and access.
  • Manage employee offboarding (termination letters, access removal).
  • Assemble and ship welcome packages for new hires.
• IT & Equipment Administration
  • Manage laptop and monitor assignments.
  • Oversee business software administration tasks (Apple Business, Mosyle, G-Suite).
  • Maintain device inventory and readiness.
• Travel & Booking Coordination
  • Book flights and hotels for staff attending events or visiting Ottawa.
  • Coordinate with relevant teams on travel needs.
  • Manage business transportation accounts (e.g., Uber for Business).

Qualifications

• 3+ years of experience in finance administration, bookkeeping, office coordination, operations, or administrative support.
• Highly organized, self-driven, and able to multitask effectively.
• Comfortable using platforms such as G-Suite, HR software, Slack, Stripe, and Float.
• Collaborative and positive attitude, ready to contribute wherever needed.
• Must be able to work on-site daily in Ottawa.
• Post-secondary diploma required.
• Strong knowledge of office procedures and practices.
• Resourceful, flexible, and able to handle multiple duties/projects under pressure.
• Strong English communication and organizational skills.
• Fast learner with ability to work independently and demonstrate strong work ethic.
• Desire to contribute positively to a team environment.