Job Description

Position Title: Manager, Finance & Administration
Location: Ottawa, Ontario
Work Model: Hybrid 3-4 days per week onsite
Additional Notes:
Our client is a community-focused non-profit serving diverse neighborhoods in Ottawaa??s east end. They are seeking a Manager of Finance & Administration who will work closely with the Executive Director and oversee the organizationa??s financial integrity, administrative functions, and overall operational effectiveness. As a member of the management team, the Manager contributes to strategic planning, ensures compliance with legislative and funder requirements, supports fund development, and provides leadership to staff, the Executive Director, and the Board. The role also supervises and mentors a team of three employees to support daily operations.
Key Responsibilities:
Financial Management & Accounting

• Lead all financial operations, ensuring accuracy, transparency, and compliance with GAAP and funder requirements.
• Oversee accounts payable/receivable, payroll, and general ledger functions.
• Prepare and analyze monthly, quarterly, and annual financial statements and reports.
• Manage cash flow, banking relationships, and investments.
• Coordinate the annual audit and liaise with auditors and the Finance Committee.
• Complete all statutory filings, including CRA returns, HST, WSIB, and payroll remittances.
• Maintain and strengthen internal controls, financial policies, and procedures.
• Support grant budgets, financial planning, and reporting for funding proposals.

Budgeting & Financial Planning

• Lead the annual budgeting process with the Executive Director and management team.
• Provide forecasts, variance analyses, and recommendations to support informed decision-making.
• Assist program managers with program and project budgeting, monitoring, and reporting.
• Present financial reports to the Board, funders, and government agencies.

Human Resources Administration

• Oversee HR operations including payroll, benefits, contracts, onboarding, and employee records management.
• Manage employee benefits, insurance, and pension programs.
• Support recruitment, orientation, training, and performance management.
• Advise leadership on HR policies, labour standards, and legislative compliance.
• Co-lead the Joint Health & Safety Committee and ensure compliance with health and safety requirements.
• Promote a respectful, equitable, and inclusive workplace culture.

Administrative Leadership & Supervision

• Supervise and mentor three staff members:

• Administrative & Accounting Support
• Reception & Office Support
• Fundraising & Communications Support
• Provide coaching and professional development to enhance team skills and performance.
• Ensure effective daily operations, workflow coordination, and clear communication across the administrative team.
• Improve administrative processes, systems, and tools for operational efficiency.

Facilities & Operations Management

• Oversee building operations and maintenance, working with landlords, contractors, and suppliers.
• Manage service agreements for cleaning, security, HVAC, IT, and office supplies.
• Ensure compliance with safety regulations and workplace health and safety standards.
• Lead risk management and insurance review processes.
• Develop and implement facilities and operational continuity policies.

Information Technology & Systems

• Oversee IT systems, data security, and technology operations with support from external IT providers.
• Plan and manage technology upgrades and infrastructure improvements.
• Support digital transformation efforts to enhance efficiency and data integrity.
• Manage the annual IT budget.

Organizational Support & Collaboration

• Participate in organizational strategy, planning, and reporting as part of the management team.
• Provide financial and administrative guidance to the Executive Director, Board, and committees.
• Support fundraising, communications, and marketing initiatives.
• Foster collaboration and effective communication across all departments.
• Represent the organization in external meetings and community partnerships as required.

The ideal candidate is an experienced and technically strong financial and administrative leader who brings a solid foundation in accounting, budgeting, and organizational operations. You possess at least five (5) years of progressive experiencea??ideally within a nonprofit environmenta??and are comfortable overseeing finance, HR, payroll, facilities, and IT functions. With strong analytical skills, sound judgment, and a commitment to continuous improvement, you excel at turning complex financial information into clear insights for leadership and the Board. You are an effective people manager who fosters collaboration, supports staff growth, and builds positive relationships across the organization. Highly organized, detail-oriented, and guided by integrity, the candidate demonstrates strong communication skills, adherence to best practices, and a deep commitment to equity, inclusion, and community values.
What Makes a Candidate Stand Out

• Holds or is actively pursuing a CPA designation and brings advanced proficiency in SAGE and Excel.
• Demonstrates successful experience leading finance and administration in a nonprofit setting, including preparing budgets, operational accounting, cash flow management & financial reporting.
• Brings strong bilingual (English/French) communication skills and the ability to convey technical information with clarity to diverse audiences would be a huge asset but not required
• Shows a proven track record of improving systems, processes, and organizational efficiency across finance, HR, IT, and facilities operations.

At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personalized assistance or more details on our recruitment process, please contact our hiring team.

Skills Required