Operations & Finance Coordinator ⚙️📊💰 (Canadian Tech Recruiting | Right Hand to CEO | Operations & Admin Coordination | Payroll, Billing, Compliance, Grants Research | Remote)

About the Company

We're a niche tech talent acquisition partner based in Canada. Founded in 2018, we help organizations maximize ROI on their technology investments by finding the right people. Our mission: to guide and support companies through their tech hiring journey, creating partnerships that drive success.

We offer technical recruitment via full-time and contract placement services (our primary business) with a longer-term strategy of building complementary tech talent advisory services. We connect companies with experienced technology professionals for permanent roles and contracts ranging from 3 months to multi-year projects. We specialize in cybersecurity, cloud computing, AI, data engineering, software development, and other critical tech areas that enable digital transformation. Beyond recruiting, we advise on tech talent strategy, market insights, and employer branding.

Our clients are enterprises and mid-sized companies across Canada (expanding to the US) in tech and tech-enabled industries—financial services, manufacturing, healthcare, etc. We partner directly with technology and data leaders and department heads, not HR. 

Our community are technical professionals across Canada (expanding to US) with 2-40 years of experience, from well-funded startups to established corporations.

We work with respected partners including KPMG, Government of Ontario and Maple Leaf Foods, and we're part of the 2024 EY Entrepreneurs Access Network. We recently secured investment funding, and our growth is limited only by building the right team, and making our customers & community successful.

OUR COMPANY VALUES guide our team and shape our culture: 

• 💪 Ownership Mentality
• 🎯 Customer Centricity
• 🏆 High Performance
• 🚀 Turning Potential into Momentum
• 🧘 Wellness
• ⚖️ Accountable Flexibility

We're a hybrid organization with 5 teammates (soon to be 7 👋🏾), including 2 Recruiters, an Account Executive, our Founder/CEO, and a Content Videographer. We're headquartered in Toronto with recruitment operations expanding to Calgary, serving clients across Canada and expanding to the US. We're mostly hybrid with remote work options, and the team travels to meet clients when needed.

We're fast-paced and metrics-driven, but we also play the long game. Collaboration is key—our Account Executives work with clients, while our Recruiters work with candidates, so teamwork and communication matter.

About the Role

We're looking for a remote Operations & Finance Coordinator to serve as right hand to our CEO—coordinating financial information flow and day-to-day operations that keep our fast-growing company running smoothly.

You'll coordinate contractor administration (onboarding, documentation, weekly timesheet collection & approvals, organizing billing/payroll information for our back office partner), internal team payroll and commissions, compliance coordination, and weekly margin reporting—the repeat foundational tasks that drive our business. Beyond this, you'll research grants and funding opportunities, support ad-hoc projects (employee onboarding/offboarding, operations optimization, event coordination), and work across Account Executives, Technical Recruiters, Social Media Manager, Back Office partners, and our CEO to remove bottlenecks wherever they appear.

Our IDEAL CANDIDATE brings 3-5 years of experience in operations, executive assistance, or administration—ideally in professional services, tech recruiting, or staffing. You've coordinated financial information (timesheets, billing, payroll data) without doing the actual accounting. You're detail-obsessed, naturally curious about how the business works, and proactively seek cost or time savings. You thrive in small, scaling companies removing bottlenecks that enable the team to move faster.

Your performance will be measured by information accuracy and timeliness, documentation precision, zero contractor start date delays, actionable grants research, and system-building for operational excellence.

You'll work across the entire team and coordinate with Back Office partners, Legal partners, and various clients and prospects. This position reports directly to our Founder/CEO.

You’ll be doing things like:

• Contractor Payroll & Billing: Collecting weekly timesheets from contractors and submitting across multiple client systems; gaining approval of submitted timesheets from client; diplomatically following up with slow-to-approve hiring managers; maintaining billing/payment accuracy so we never pay for unapproved time; managing difficult clients with persistent communication; escalating to our CEO when needed.
• Contractor Compliance & Onboarding: Managing all new contractor compliance as per specific client requirements (background checks, credit checks, education verification etc.); tracking timelines to prevent start date delays; serving as onboarding contact for documents, supporting a strong contractor and client experience once onboarded; expense submission processes, and procedures; orchestrating handoffs across Sales, Technical Recruiters and Back Office.
• Internal Employee Onboarding Payroll & Operational Support: Gathering and organizing internal payroll information (base salary, margin-based commission, bonuses, vacation, volunteer days); preparing data for our Back Office partner; requesting new hire documentation; tracking employment standards updates and applying regulatory changes; coordinating quarterly WSIB submissions; managing GST/HST/QST across provinces for invoicing purposes; helping to research and build systems that support operational excellence (M365, new apps, etc.)
• Margin Reporting & Cash Flow: Producing weekly margin reports for our CEO; tracking gross margin between receivables and contractor payroll; managing reporting accuracy between billing, contractor payroll and margin; working with finance to help create custom reporting, maintaining accuracy of financial reporting that drives strategic decisions.
• Grants & Funding Research: Researching grants and low-cost funding across federal, provincial, municipal levels in Canada as well as industry specific opportunities to receiving funding; tracking deadlines, eligibility, and preparing applications; identifying US funding opportunities; researching government and non-government programs for tech/professional services; managing application timelines; researching helping prepare expansion logistics & costs (Calgary office, US entry, regional benchmarks, tax implications).
• Ad-Hoc Projects & Executive Support: Planning and executing events (client/contractor-externally hosted, online webinars, industry panels online or in-person, celebrations); handling logistics (venues, speakers); managing swag and vendor sourcing; creating ad-hoc client decks; managing partnership outreach and CRM; removing bottlenecks for our CEO and core team.

Skills & Qualifications

• 3-5 years of experience in Operations Coordinator, Executive Assistant, Administrative Coordinator, Office Manager, Payroll Coordinator, Finance Coordinator, or Business Administrator—preferably in professional services, tech recruiting, staffing, or technology companies
• Experience coordinating operations among client-facing stakeholders (Executives, Sales, Marketing) in a small business or business unit
• Advanced Excel proficiency with formula creation for payroll, commission, and margin tracking
• Extreme attention to detail with financial and regulatory data—mistakes in payroll, billing or compliance are not acceptable
• Prior experience coordinating payroll information; ability to learn employment standards, vacation/PTO tracking, and tax requirements across Canadian jurisdictions (GST/HST/QST)
• Organizational skills to create systems or processes where none previously existed
• Extremely trustworthy with confidential information; high integrity and ambitious
• Stellar English communication (written and verbal) with diplomatic, persistent style
• Tech-savvy—quickly learn new platforms and navigate multiple client portals, government systems, and tools
• Research abilities for software tools, grants and funding opportunities; curiosity about operational and financial optimization
• Strong prioritization managing repetitive weekly tasks and unexpected urgent requests
• Comfortable with ambiguity in scaling environments—know when to execute independently and when to escalate
• Required tools: Microsoft 365 (Excel and OneDrive are critical, Word, PowerPoint, MS Project are bonus), Basic ChatGPT

Bonus if you also have:

• Experience researching/applying for government grants or business funding programs
• Knowledge of Canadian/US small business funding landscape
• Tech recruitment, staffing, or professional services background
• ATS/CRM tools; ERP or business intelligence tools (Power BI)
• ACCA or accounting/finance certifications
• AI tool proficiency (ChatGPT, Copilot, Claude); Canva or PowerPoint for deck creation
• Familiarity with: Salesforce, Loom, Adobe Acrobat, QuickBooks Online, project management tools (Asana, Monday), Plannable

Position Details

• Working Hours: Fixed, 9AM–5PM ET (Eastern Time Zone). Adjusts with Daylight Saving Time.
• Employment Type: Full-time (40 hours/week), Exclusivity Preferred
• Education: Bachelor's degree in Finance, Operations Management, Business Administration, Accounting, or related field preferred, or comparable work experience
• Level: Intermediate (3-5 years of relevant work experience)
• Compensation: ~CAD $949–$1,138 (NGN 1.0M–1.2M) per month, based on experience. Structured as a Consultant Agreement (independent contractor), meaning you'll be responsible for your own taxes, benefits, and insurance.

Benefits of working with us: 

• 🚀 Work directly with our CEO with visibility into strategic decisions
• 🏡 Fully remote with accountable flexibility
• 🏆 Join talented, high-performing teammates
• 💰 Competitive compensation for your region
• 🧘 Work-life balance: 8 hours/day, 5 days/week
• 📈 Strategic role removing bottlenecks that enable growth
• 🌍 Exposure to North American tech industry

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