OVERVIEW OF COMPANY
Clearford is a new kind of water management company, delivering integrated water infrastructure solutions with sector-leading efficiency and reliability. Our diverse team of licensed engineers and operators provides a complete range of water and wastewater services. From conceptual design, regulatory approval, fabrication & installation, to operations and regulatory compliance, Clearford offers everything required for any water infrastructure challenge and takes responsibility for regulatory compliance at every stage.
ALL APPLICANTS MUST BE ELIGIBLE TO WORK IN CANADA
SCOPE OF POSITION
We are seeking a proactive and organized Finance Operations Coordinator to join our dynamic Accounting and Finance team. Reporting directly to the Assistant Comptroller, you will play a pivotal role in ensuring the seamless operation of our daily financial activities. In this role, you will take ownership of key systems and processes, while providing critical support across various functions within the department. The Finance Operations Coordinator will contribute greatly to the department goals and is essential to the overall efficiency and success of the Accounting and Finance Department.
MAJOR RESPONSIBILITIES (This is not an exhaustive list of duties to be performed)
Company Purchase Card System (Float System)
- Accurately review and approve pending or escalated transactions processed through the company expense card system, ensuring compliance with company policies.
- Perform detailed reviews and reconciliations of transaction records to identify and resolve discrepancies.
- Monitor and validate transaction data to maintain system integrity and accuracy.
- Evaluate and validate requests for additional funds, ensuring alignment with budgetary guidelines and approval protocols.
- Approve or escalate requests for additional funds based on predetermined criteria and approval workflows.
- Assess and categorize purchases to ensure alignment with financial reporting and accounting standards.
- Identify and escalate any miscategorised purchases to relevant departments for correction.
- Maintain records of categorized purchases for accurate financial reporting.
Accounting and Finance Support to Account Managers
- Collaborate with Account Managers to prepare and process purchase orders efficiently.
- Support the generation of accurate estimates and ensure timely submission.
- Review timesheets to verify accuracy for billing purposes and resolve any discrepancies.
- Generate and reconcile relevant reports.
AR and Collections
- Manage assigned accounts receivable processes, ensuring timely invoicing and collection of outstanding balances.
- Generate detailed invoices ensuring accuracy and adherence to contractual terms.
- Distribute invoices via appropriate channels and track deliver to ensure receipt.
- Address any issues related to invoice discrepancies.
- Monitor accounts for overdue payments and implement collection strategies as needed.
- Maintain accurate records of receivables and communicate with clients regarding payment status.
AP and Billings
- Conduct billing reconciliations to verify the accuracy of billed amounts and resolve any inconsistencies.
- Perform reconciliations for assigned AP vendors to ensure timely and accurate processing of payments.
- Maintain accurate records of payables and follow up with vendors as required.
QuickBooks
- Enter assigned financial transactions into QuickBooks, ensuring accurate and timely recording.
- Reconcile QuickBooks entries with bank statements and other financial records to ensure accuracy.
Employee Expense Submissions
- Review employee expense submissions ensuring accuracy and that all required receipts backup documentation are provided.
- Work closely with Fleet Department to reconcile fuel and mileage claims.
- Process approved expense reports for reimbursement in a timely manner.
- Escalate or reject expense submissions that do not meet processing requirements.
Manage and Maintain Assigned Inboxes
- Oversee and organize assigned email inboxes to ensure efficient communication and prompt response to inquiries.
- Prioritize and address emails based on urgency and relevance.
Maintain Filing Management Systems
- Develop and maintain an organized filing system for financial documents, both physical and digital.
- Ensure that files are easily accessible and properly secured according to company policies.
- Forward relevant documentation to appropriate departments for filing.
Generate and Review Scheduled Reports
- Create and review regular financial reports as scheduled, ensuring accuracy and completeness.
- Analyze report data to provide insights and support decision-making processes.
- Highlight and escalate anomalies and discrepancies to appropriate parties.
Monthly Bank Reconciliations
- Perform monthly reconciliations of bank statements to company records to identify and rectify discrepancies.
- Ensure all bank transactions are accurately recorded and reconciled.
- Investigate and escalate discrepancies.
Operations Continuity
- Provide support and backup coverage for Accounts Payable and Procurement functions as needed.
- Ensure continuity of operations by handling tasks and responsibilities in the absence of primary personnel.
Other Accounting and Finance Duties as Assigned
- Adapt to evolving responsibilities and contribute to the overall efficiency of the finance team.
- Work closely with other departments on Finance related items as required.
- Undertake additional accounting and finance-related tasks as directed by management.
REQUIRED KNOWLEDGE, EXPERIENCE, & COMPETENCIES
- College Diploma or University Degree in business, or finance or equivalent combination of experience and education.
- Additional Accounting designations and certifications considered an asset.
- Minimum five (5) years of experience in a financial administrative role.
- Proficient in Quickbooks software.
- Knowledge and experience working with Float and ERP systems considered an asset.
- Understanding of general accounting principles, including billing and financial documentation.
- Knowledge of AP and AR principles and processes.
- Familiarity and experience working in collections considered an asset.
- Understanding of financial documents, reports, and reporting processes.
- Knowledge and experience in account reconciliations and budgetary practices.
- Ability to review, approve, and categorize transactions accurately.
- Experience in procurement considered an asset.
- Strong organizational skills and attention to detail.
- High ethical standards and commitment to maintaining confidentiality.
- Ability to communicate in a confident and professional manner when dealing with internal and external stakeholders, including clients and suppliers.
- Ability to work both independently and in a team environment as required.
HOURS OF WORK AND TRAVEL EXPECTATIONS
- Regular hours of operation are Monday to Friday, from 9-5. There may be an occasional requirement to work outside business hours to meet deadlines.
- This is a hybrid role and will require an onsite presence in our Stoney Creek office a minimum of 3 days a week, as scheduled by the Immediate Supervisor.
- Although unlikely, there may be a requirement for occasional travel to site locations and some of our other office locations across Ontario.
WHAT WE OFFER
- Annual salary ranges from $58K to $65K, commensurate with qualifications and experience.
- Group benefits including Health, Dental, Life Insurance and Vision coverage from date of hire.
- RRSP contribution of up to 3% matched by employer after three months of employment.
- We offer unique growth opportunities for personal and professional development within the Clearford’s various divisions including Engineering, Optimization, Compliance, Account Management (Sales), and Fabrication of UV Pure Disinfection Equipment for Water and Wastewater.
HOW TO APPLY
Qualified candidates are invited to submit their resumes to careers@clearford.com
Please include the role title in the subject line when submitting your application.
For additional opportunities at Clearford, please visit our careers page at https://www.clearford.com/careers/
Clearford is committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise Human Resources if you require accommodation throughout this process.