Finance, Travel & Logistics Coordinator

P&P Optica; Southwestern Ontario; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Hybrid work model

Job summary

P&P Optica is seeking a Finance, Travel & Logistics Coordinator to join our Waterloo, Ontario team. You will manage monthly reconciliations, travel bookings, and financial reporting, leveraging AI tools like Gemini and Claude to streamline workflows.

You will ensure accuracy in accounting tasks, support expense processing, and optimize travel costs while maintaining compliance with company policies. This role emphasizes accuracy, organization, and proactive problem-solving.

Qualifications

• 2 to 3 years of hands-on experience in finance coordination, accounting, travel administration, or office operations.
• Diploma or degree in Accounting, Finance, Business Administration, or Hospitality Management.
• Proficiency in cloud accounting platforms and expense management software.
• Practical experience using Gemini and Claude for formatting data, creating travel itineraries, drafting communications, and writing formulas.
• Familiarity with corporate travel booking platforms and intermediate spreadsheet skills.
• Sharp attention to detail regarding numbers, ledger codes, tax tracking, travel dates, and confirmation numbers.
• Reliable in delivering recurring monthly reconciliations and spending reports on time.

Responsibilities

• Assist with financial reporting schedules, credit card reconciliations, and corporate travel program using AI tools.
• Coordinate domestic and international travel arrangements for executives and staff.
• Research, negotiate, and secure corporate discounts with travel vendors; monitor spend against budgets.
• Enforce travel policies and manage pre-travel approvals; handle event logistics.
• Maintain a travel calendar to forecast workload and costs; provide SOPs and templates for recurring tasks.

Skills

Finance coordination

Accounting

Travel administration

Office operations

Gemini

Claude

Cloud accounting

Expense management software

Travel booking platforms

Education

Accounting/Finance degree

Tools

Gemini

Claude

Direct Travel

TravelPerk

Corporate Traveler

Job description

About P&P Optica

P&P Optica (PPO) is using brand new technology to transform an old industry that affects everyone on the planet: the food industry. We apply a complex and highly sophisticated mix of hardware, software and huge datasets to improve both the safety and quality of the food we eat.

PPO is on a mission to become the world's leading food information company. We are moving beyond simple detection to provide real-time, actionable insights that help food processors optimize yield, reduce waste, and ensure safety at a global scale.

We're a truly diverse team in every sense of the word, and our team is incredibly smart. Our culture is respectful and caring. PPO is a well-funded, scaling company with opportunities for career growth in every part of the organization.

If you're looking for an opportunity to tackle challenging problems that affect everyone on the planet, PPO is the place for you.

Location

This role is an in-office role, where you'll work from PPO's office in Waterloo Ontario.

Compensation

The salary range for this role is $60,000 - $70,000 CAD annually. The final offer will be determined based on a combination of factors, including:

• Relevant skills and experience: We assess each candidate's background, achievements, and demonstrated capabilities.
• Internal equity: We strive to maintain consistency and fairness across roles within our organization, aligning compensation with existing team members in comparable roles.

We are committed to transparency and fairness in our hiring process and welcome conversations about compensation throughout the recruitment process.

What You'll Get To Do

This posting is for a new vacancy within our admin/ finance team.

P&P Optica is looking for an organized, detail-driven, and proactive Finance, Travel & Logistics Coordinator to assist with our financial reporting schedules, credit card reconciliations, and corporate travel program, while leveraging modern AI tools like Gemini and Claude to streamline internal operations.

This dual-focused role prioritizes end-to-end financial reporting, credit card reconciliations, and expense auditing, while managing corporate travel logistics for the team. You will serve as the primary owner of routine financial tasks and expense tracking, using AI platforms to automate reporting workflows, cut administrative friction, and secure travel cost savings.

In this role, your responsibilities and duties will include:

Financial Reporting & Reconciliations (Primary Accountability)

• Credit Card & Expense Reconciliations: Reconcile all monthly corporate credit cards and travel cards; match every receipt, ensure accurate chart-of-accounts coding, and verify Ontario HST/GST tax mapping.
• Travel & Spend Reporting: Prepare monthly financial and travel spend reports (Budget vs. Actuals by department) and track operational KPIs (e.g., travel cost per head, average flight costs, budget variance).
• Basic Accounting Support: Process employee expense reimbursements, assist with month-end accruals for unbilled travel, and support routine accounts payable tasks in NetSuite.
• Assist with the tracking of purchase orders submitted, received and outstanding so Finance has a dashboard of forecasted costs
• Compliance & Audit Readiness: Maintain organized digital records of all vendor invoices, credit card receipts, and travel approvals for month-end and annual audit reviews.

Corporate Travel Management & Logistics

• End-to-end Travel Coordination: Book and coordinate domestic and international travel arrangements (flights, hotels, rental cars, rail, itineraries, and visa documentation) for executives and staff.
• Cost Optimization & Vendor Rates: Research, negotiate, and secure corporate discounts with travel vendors, hotels, and car rental agencies; monitor travel spend against department budgets to identify savings.
• Policy Enforcement & Traveler Support: Oversee adherence to company travel policies, address booking changes or flight disruptions in real time, and manage pre-travel approval workflows.
• Event Logistics: Support logistics for off-site team meetings, client visits, and industry conferences (venue bookings, catering, ground transportation)
• Maintain a summary calendar of all travel at any point in time so Finance and Operations is able to forecast availability, workload and costs.

AI Literacy & Process Simplification

• Workflow Automation: Evaluate financial reporting schedules, travel request workflows, and expense logging; design simple, automated processes using AI tools like Gemini (Google Workspace integration) and Claude (document parsing, report drafting).
• AI-Assisted Summaries & Itineraries: Leverage Gemini and Claude to draft monthly spend summaries, generate detailed traveler itineraries, and write prompt templates for routine tasks.
• Standard Operating Procedures (SOPs): Maintain updated user guides and prompt libraries to help team members submit travel requests and expense reports friction-free.

You at PPO

You are an organized, detail-driven, and proactive coordinator who brings precision to numbers and clarity to team operations. You take pride in managing end-to-end financial reporting, credit card reconciliations, and routine accounting support with sharp accuracy. At the same time, you enjoy keeping people moving by seamlessly coordinating corporate travel, event logistics, and vendor arrangements. Curious and tech-forward, you are excited to leverage modern AI tools like Gemini and Claude to streamline internal workflows, automate reporting schedules, and cut administrative friction. You communicate with clarity and tact, thrive on bringing structure to day-to-day processes, and are motivated to help the team work smarter while keeping PPO compliant, organized, and running smoothly.

Skills & Experience

• 2 to 3 years of hands-on experience in finance coordination, accounting, travel administration, or office operations.
• Diploma or degree in Accounting, Finance, Business Administration, or Hospitality Management.
• Proficiency in cloud accounting platforms and expense management software.
• Practical experience using Gemini and Claude for formatting data, creating travel itineraries, drafting communications, and writing formulas.
• Familiarity with corporate travel booking platforms (e.g.,Direct Travel, TravelPerk, Corporate Traveler) and intermediate spreadsheet skills
• Sharp attention to detail regarding numbers, ledger codes, tax tracking, travel dates, and confirmation numbers.
• Reliable in delivering recurring monthly reconciliations and spending reports on time.
• Clear, responsive, and tactful when enforcing expense policies with team members and coordinating with external vendors.

Life at PPO

You’ll love working at PPO. Here’s why:

Open Culture:

Our culture is built on openness and trust. We thrive together as a diverse team, celebrating what connects us and learning from what makes each of us unique.

Supportive Environment:

We value collaboration and care, from celebrating birthdays and milestones to challenging one another to grow personally and professionally. Trust, honesty, and teamwork are at the heart of how we deliver value.

Work-life Balance:

We move with urgency when it matters most, but we also know that life outside of work matters too. We make sure you have the time and flexibility you need with flex days and vacation time that help you recharge and show up as your best self.

Health Benefits:

PPO offers very competitive benefits, including health, dental, vision and more for you and your dependents.

Hybrid Work Model:

Depending on your role, you might work from home, our office or both.

Ongoing Learning:

Curiosity is one of our superpowers. Learning is woven into everything we do, from hands-on collaboration to formal training and education. We lead with curiosity and imagine without limits, encouraging every team member to keep growing.

P&P Optica is committed to supporting a culture of diversity across our organization. Our hiring practices align with human rights laws, guaranteeing every person equal treatment in regard to employment and opportunity for employment, regardless of race, color, creed/religion, sex, sexual orientation, marital status. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.