Administration & Finance Coordinator

Job summary

Manage invoicing, accounts payable and receivable, bookkeeping, reconciliations, and financial reporting across multiple companies, while maintaining and improving QuickBooks workflows. Provide administrative and HR support, draft and organize business documents, coordinate employee processes, and assist the COO and CEO with priorities and scheduling.

Job details

Administration & Finance Coordinator Independent Contractor Engagement — Coquitlam, BC Working With Chief Operating Officer (COO) Location Coquitlam, BC — part-time in-person availability expected initially to support onboarding into our systems; the contractor otherwise determines how the work gets done, with flexibility increasing toward a remote/hybrid arrangement over time. You must be available for in person work in Coquitlam (No 100% remote) Estimated Time Commitment Approximately 20–30 hours/week to start. This is an estimate of the work volume, not a fixed schedule — the contractor manages their own hours and methods within the scope of the engagement. Engagement Type Independent contractor, under a services agreement. This is not an employment relationship. The scope and term may be revisited, renewed, or expanded over time based on business need and mutual fit. Target Start Date; Immediate Contract Rate $24–$28 CAD/hour, invoiced in accordance with the terms of the services agreement, based on experience. About the Engagement We're looking to engage a sharp, hungry, and reliable independent contractor to provide finance, HR, and operations support services alongside our COO, across multiple companies. This is a hands-on, varied scope of work. One day the deliverable is reconciling invoices in QuickBooks, the next it's drafting an HR policy or building a small automation to save the team an hour a week. The contractor will work closely with our team in Coquitlam (part-time in-person availability required to start) and will have ownership over how the work gets done. This engagement begins on a defined initial basis so both sides can confirm fit, with the possibility of an extended or expanded services agreement as the relationship develops. We're looking for a contractor interested in a sustained, evolving engagement - someone who wants to take on more scope and responsibility over time as trust builds, rather than a single short-term project. Scope of Services • Manage invoicing and accounts receivable/payable, and assist with developing financial reports, including tracking, follow-ups, and reconciliation • Maintain and update records in QuickBooks, while also updating, automating, and upgrading QuickBooks • Identify repetitive administrative tasks and build simple automations to streamline them • Draft, edit, and organize documents including legal correspondence, HR policies, contracts, letters, SOPs, and other business documents • Provide general administrative support across multiple companies under our umbrella, including scheduling, filing, correspondence, and process coordination • Help keep systems, folders, and records organized and easy for the team to find • Flag issues or inefficiencies proactively rather than waiting to be asked • Act as a direct point of support for the COO and CEO, helping manage priorities, scheduling, and confidential correspondence as needed HR & People Support Services • Coordinate onboarding and offboarding for new and departing team members • Maintain accurate, organized HR files and records • Draft and update HR policies, handbooks, and related documentation • Coordinate interview scheduling and candidate communication • Support benefits administration, contracting, agreements, and general HR inquiries • Help ensure our human resources practices stay aligned with Provincial and Federal Laws What We're Looking For • Proficient in QuickBooks and comfortable owning invoicing/bookkeeping workflows from day one. This is a required skill, not a nice-to-have. • Strong written communication & able to draft clear, professional documents across legal, HR, and general business contexts • Naturally organized, detail-oriented, and able to juggle work across different companies/projects without dropping the ball • Curious about automation and efficiency & interested in and knowledgeable about tools that reduce manual work • Self-directed, works diligently with minimal oversight, and communicates clearly when something is blocked • Comfortable handling sensitive financial, legal, and HR information with discretion and professionalism • Available for in-person work in Coquitlam to start, part-time, with flexibility to shift toward hybrid as the engagement develops • QuickBooks proficiency with a drive to learn and take on more. Early-career contractors are strongly encouraged to apply • Interested in a long-term contracting relationship, with a willingness to take on expanded scope over time rather than a single short-term project Tools & Systems You'll Use QuickBooks, Microsoft 365, Adobe Sign, cloud file storage, and automation tools. Willingness to learn quickly and adapt is key, as are great communication skills. Access to these systems will be provided for the purposes of the engagement. Confidentiality This engagement involves regular access to sensitive financial, legal, and HR information across multiple companies. Discretion is essential. As a condition of engagement, the successful applicant will be required to execute a confidentiality and non-disclosure agreement, and to provide express consent to a criminal record check and a credit check, each conducted in accordance with BC privacy law and limited to matters relevant to the responsibilities of this engagement. Scope & Term We'll revisit the scope and terms of the engagement around the 90-day mark to determine whether to renew, extend, or expand it. Our goal is to build an ongoing contracting relationship for the right independent contractor — someone who wants to grow the engagement with us over time, not just complete a single short-term project. Why Work With Us We're building long-term relationships with the contractors we work with, not just filling one-off projects. We invest in the people we engage who show up, take ownership, and want to grow the scope of their work with us over time. If you're looking for an ongoing contracting relationship you can grow with, rather than a one-off gig, this is that opportunity. How to Apply Please send a brief note on why this engagement interests you, along with your resume/CV, to n.payne@contivos.com. We welcome applications from all qualified independent contractors regardless of background, and are committed to an inclusive selection process.

What you’ll do

Manage invoicing, accounts payable and receivable, bookkeeping, reconciliations, and financial reporting across multiple companies, while maintaining and improving QuickBooks workflows. Provide administrative and HR support, draft and organize business documents, coordinate employee processes, and assist the COO and CEO with priorities and scheduling.

Requirements

Applicants must be proficient in QuickBooks and able to manage invoicing and bookkeeping workflows, communicate clearly in writing, and stay organized while handling sensitive information. The contractor must be self-directed, interested in automation and expanded responsibilities, and available for initial in-person work in Coquitlam.

Listed skills

• written communication · Preferred
• Financial Reconciliation · Preferred
• Financial Reporting · Preferred
• Microsoft 365 · Preferred
• scheduling · Preferred
• invoicing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• QuickBooks
• Bookkeeping
• Invoicing
• Accounts Payable and Receivable
• Financial Reconciliation
• Financial Reporting
• Microsoft 365
• Document Drafting
• Human Resources Administration
• Onboarding and Offboarding
• Benefits Administration
• Process Automation
• Administrative Coordination
• Scheduling
• Confidentiality
• Written Communication

Job areas

• Administrative
• Finance & Accounting
• Human Resources