Job Description

The Finance & Administrative Assistant supports the finance team with a focus on accounts payable processes, while also providing general administrative and office support. This role plays a key part in ensuring timely and accurate invoice processing, maintaining financial records, and supporting day-to-day office operations. The position reports directly to the Accounts Payable Team Lead and works closely with internal departments, vendors, and financial partners to contribute to the organization’s financial integrity and operational efficiency.

In addition to routine responsibilities, the Finance & Administrative Assistant actively participates in the continuous improvement of financial and administrative processes, including the implementation of new procedures and technological tools related to accounts payable and office operations.

Major Accountabilities

• Invoice Processing: Review, verify, and enter invoices in a timely manner, ensuring compliance with company policies. Match invoices with purchase orders and receiving documents to ensure proper authorization and documentation
• Payments & Follow-Ups: Assist in payment processing, track outstanding invoices, and follow up with vendors or internal teams as needed.
• Vendor Management: Maintain and update vendor contact information and records. Respond to communications from vendors and internal departments to resolve invoicing issues and inquiries.
• Purchase Orders: Support procurement activities by preparing and processing purchase orders.
• Expense Management: Provide back-up support for corporate credit card and expense report processing.
• Financial Record-Keeping: Ensure that all payables are coded to the correct general ledger account and posted into the accounting system. Maintain accurate files and supporting documentation for audit and compliance purposes.
• Quarter-End Support: Assist in collecting invoices and supporting documentation for accruals and responding to financial inquiries. Support special projects and ad hoc reporting, as required.
• Administrative and Office Support: Provide general administrative support to the Finance team, including maintaining and updating spreadsheets, organizing financial documents, coordinating office supplies and assisting with scheduling and correspondence as needed.

Qualifications

• College diploma in accounting, finance, business administration or a related field.
• Experience in an accounts payable, finance, administrative or office support role is an asset.
• Strong data entry skills with excellent attention to detail.
• Strong organizational skills and ability to meet deadlines.
• Ability to maintain confidential and accurate records.
• Reliable, trustworthy, and proactive.
• Proficient in Microsoft Office Suite or related programs.
• Knowledge of Microsoft Business Central.

Work Location

• This is a part-time position based in Etobicoke, ON, requiring in-office presence three days per week.

Job Types: Part-time, Permanent

Pay: $28.00-$34.00 per hour

Expected hours: 22.5 per week

Additional pay:

• Bonus pay

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• Day shift

Work Location: In person