Greenhouse Admin & Finance Manager

Forman Farms; Seeley's Bay; On-site; CAD 45,000 - 60,000; Full time

Job summary

A local agricultural operation in Ontario is seeking an Office Administrator & Accounting Manager to facilitate smooth operations. Your role includes managing day-to-day accounting functions, overseeing office administration, and ensuring compliance with agricultural standards. Candidates should have a background in accounting or business administration, proficiency with AgAnalyst software, and strong organizational skills. This position offers the opportunity to contribute significantly to farm operations and management.

Qualifications

• Experience in managing accounts payable and receivables.
• Familiarity with agricultural compliance standards.
• Excellent organizational and multitasking skills.

Responsibilities

• Manage day-to-day accounting tasks and financial reporting.
• Oversee office administration and maintain efficient communication.
• Handle HR-related documentation and compliance.

Skills

Accounting principles

Office management

Compliance knowledge

Communication skills

Database management

Education

Post-secondary education in Accounting or Business Administration

Tools

AgAnalyst accounting software

Microsoft Office Suite

Job description

Position OverviewThe Office Administrator & Accounting Manager will manage the day-to-day administrative, accounting, and clerical tasks that keep the greenhouse operations and farm running efficiently. This role bridges farm operations and business management — ensuring accurate records, smooth communication, and compliance with financial and agricultural standards.Key ResponsibilitiesAccounting & Finance Management:

• Record daily financial transactions on AgAnalyst accounting software program (sales, purchases, expenses, payroll) and manage associated reporting.
• Prepare and issue invoices, receipts, statements and supplier payments accurately and on time.
• Process accounts payable and receivables; reconcile vendor statements and customer accounts.
• Maintain Insurance Policies, ensure accuracy of coverages, premiums, and vehicle documentation
• Prepare and reconcile bank statements, petty cash, and credit accounts.
• Maintain monthly cashflow, budget (income and expense) tracking, forecasting, and variance reporting.
• Generate monthly financial summaries and coordinate year-end closing.
• Support audits and ensure compliance with accounting policies and agricultural financial regulations.
• Process bi-weekly payroll, ensuring accuracy of hours worked and deductions for regular and seasonal workers
• Support monthly, quarterly, and annual financial reporting. Prepare documentation for external accountants, auditors, or tax filings.
• Assist with cost of production records

Office Administration:

• Manage general office operations, supplies, and communication systems.
• Maintain organized filing systems (digital and physical) for receivables and payables, contracts, production records, compliance documents, etc.
• Support management with administrative tasks such as compliance paperwork, certifications, and audits.
• Manage office correspondence, emails, and phone inquiries from suppliers, customers, and logistics partners.
• Update and maintain Standard Operating Procedure manual for greenhouse operations
• Serve as the first point of contact for incoming phone calls, emails, and messages, directing appropriately, ensuring a professional and positive experience
• Assist with company events, including planning, coordinating, reporting, etc.
• Coordinate travel arrangements, including flights for foreign workers, hotels, and car rentals, as needed.

Human Resource Management:

• Handle HR-related documentation for Temporary Foreign Workers, including Contract Management, adherence to requirements, Income Tax processing, banking, and Health Care.
• Handle HR-related clerical duties such as attendance records, payroll, staff hire and leave paperwork, including T4’s and Records of Employment.
• Handle HR record-keeping, ensuring compliance with legal and company standards, and managing both electronic and hard-copy files.
• Inventory & Production Records
• Support yearend inventory reporting
• Support up-to-date records of greenhouse and farm crops (seeds, fertilizers, packaging materials, etc.).
• Support tracking greenhouse harvest data, sales, and delivery logs.
• Track crop Production Yields, Contracts (fulfillment and settlements), to support cashflow reporting

Compliance and Recordkeeping:

• Maintain accurate records for agricultural and environmental compliance
• Support grant or subsidy applications by providing financial and operational data.
• Ensure all documentation meets standards for agricultural inspections and audits.

NOTE: The above duties are an overview of responsibilities, however, may not be all inclusive of all requirements of the position.