Finance and Administration Coordinator

JOB DESCRIPTION

Job Title Finance and Administration Coordinator

Reports To Director of Finance and Administration

Direct Report(s) N/A

Location + Work Setup Waterloo, Hybrid - 2 days in office, 3 days remote

About Us

Skills Ontario is a not-for-profit organization dedicated to promoting careers in skilled trades and technologies to

Ontario youth through a variety of programs and competitions across the province. We are looking to add a new

member to our current team. Our employees enjoy a casual work environment, flexible schedules, and a real

opportunity to make a difference! Some administrative tasks may be completed from home. Skills Ontario is

strongly committed to fostering diversity and inclusivity within our organization and is an equal opportunity

employer. Representation throughout all programs is essential to Skills Ontario.

Position Overview

The Finance and Administrative Coordinator plays a vital role in supporting the organization’s day-to-day

financial operations and administrative functions. Reporting to the Director of Finance and Administration, this

position ensures accuracy in financial processing, record-keeping, and reporting while providing essential

administrative and HR support across the organization. The successful candidate will contribute to the smooth

functioning of the Finance Department and provide general office coordination. This role requires strong attention to

detail, organizational skills, and the ability to manage multiple responsibilities in a fast-paced environment.

Key Responsibilities

Accounting & Finance

• Ensure timely and accurate recording of accounts receivable and payable transactions, verifying coding, approvals, and supporting documentation in accordance with organizational policies.

• Set up EFTs, reconcile incoming payments, and prepare cheque deposits for submission to the bank.

• Draft, issue, and track invoices for sponsorships, fundraising events, and other revenue-generating activities, ensuring proper follow-up for collections.

• Review and reconcile employee expense claims, ensuring receipts and approvals align with policies, and transfer data accurately between QuickBooks Online (QBO) and RBC banking systems.

• Input financial transactions and maintain organized, up-to-date records to support month-end and year-end reporting requirements.

• Provide coverage for routine finance functions during absences, including preparing financial documentation and distributing pay stubs to staff.

• Assist in preparing documentation for auditors, funding reports, and other compliance-related financial requirements.

• Identify opportunities to streamline accounting procedures and recommend best practices to improve efficiency and accuracy.

Administrative & HR Support

• Assist with recruitment activities, onboarding, maintaining personnel files, and processing employee documentation in line with company policies and employment standards.

• Perform reception duties, manage office supplies, process incoming/outgoing mail, coordinate courier services, and ensure smooth daily office operations.

• Track volunteer applications, onboarding requirements, scheduling, and hours served, ensuring data is kept accurate and up to date.

• Support the Communications Manager with donor or sponsor communications, event mailings, and preparation of marketing or fundraising materials across departments for meetings, fundraising events, and

special initiatives, providing administrative and logistical support as needed.

• Handle sensitive employee, financial, and donor information with discretion while following organizational policies and relevant legislation.

• Act as a cross-departmental support resource.

The normal working hours are from Monday to Friday, 8:30AM to 4:30PM with exceptions.

Qualifications

• Post-secondary education in accounting, finance, business, or a related discipline.

• Accounting background (experience with Canadian GAAP/IFRS considered an asset)

• Experience with QuickBooks (QBO preferred)

• Strong written and verbal communication skills

• Attention to detail with an ability to prioritize effectively

• Proficiency in Microsoft Word, Excel, and Outlook

• Ability to work independently and collaboratively as part of a team

Why you Should Apply

• Make a Difference: This is more than just a job—it’s an opportunity to play a key role in shaping the financial and operational success of the organization.

• Collaborative Environment: You will work under the guidance of the Director of Finance and Administration, and alongside a dedicated team, all committed to fostering a strong, well-managed, and

mission-driven organization.

• Competitive Employee Benefits: We offer a comprehensive benefits plan, a pension program, a home office allowance, and paid time off during our annual holiday office shutdown. Employees also enjoy

holiday and milestone gifts, years of service recognition, and a special birthday meal. Additionally, we

provide a dedicated learning budget for Truth and Reconciliation education, opportunities to participate in

Bring Your Kid to Work Day, and continuous professional development resources to support career

growth.

How to Apply

Applicants should submit their resume through the application link.

Skills Ontario is an Equal Opportunity Employer and does not discriminate against any employee or applicant for

employment because of race, colour, sex, age, national origin, religion, sexual orientation, gender identity and/or

expression, or status. Skills Ontario welcomes and encourages applications from people with exceptionalities. Skills

Ontario is committed to accommodating applicants with exceptionalities throughout the hiring process, in

accordance with the Accessibility for Ontarians with Disabilities Act (AODA).