Accounting & Business Support Coordinator

The Accounting & Business Support Coordinator provides accounting, office administration, technology and service coordination, and records-management support to the Business Support division. Reporting to the Manager, Accounting, the role processes routine accounting transactions, supports daily office operations, coordinates technology and service requests, and maintains assigned organizational records in accordance with established policies and procedures.

Duties And Responsibilities

Accounting Support

• Process accounts payable and accounts receivable transactions in accordance with established procedures and delegated authority, including verifying supporting documentation, entering transactions, preparing payments and deposits, and maintaining accurate records. Transactions and payments requiring authorization are submitted to the appropriate approver.
• Perform accounts payable (AP) and accounts receivable (AR) processing, including timely and efficient payment processing.
• Process organizational credit card administration, including maintaining supporting documentation and assisting with reconciliations.
• Assist with month-end closing activities, reconciliations, and other assigned accounting procedures.
• Assist with routine financial and operational reporting, analytics, and data preparation.
• Follow established accounting procedures and internal controls and escalate discrepancies or questions as appropriate.
• Provide other accounting and finance support as assigned.
  
  

Administrative Support

• Support the day-to-day operation of the administration office, including shared reception, telephone and door coverage, mail, couriers, catering, supplies, and document handling.
• Coordinate office maintenance requests and liaise with building management, vendors, and service providers as required.
• Ensure the Archive room is kept clean and organized.
• Ensure that the SharePoint Homepage is up to date.
• Identify and support improvements to administrative processes and workflows, including appropriate use of digital tools and automation.
• Provide administrative support for projects, meetings, documentation, and cross-functional initiatives.
  
  

Technology Administration & Vendor Coordination

• Serve as a central point of coordination for routine technology, equipment and access requests, referring technical troubleshooting, cybersecurity and system-administration matters to the managed IT service provider or appropriate organizational lead.
• Support employee onboarding and offboarding by coordinating technology, equipment, and access requirements with internal stakeholders and the managed IT service provider.
• Coordinate administration of organizational telephone and mobile services, including service activations and changes, device assignments, vendor coordination, and related records.
• Provide other technology coordination support as required.
  
  

Document and Records Management

• Maintain organized administrative and organizational records in accordance with WINS' record-management policies, retention requirements, and established filing structures, supporting consistent protocols and practices.
• Maintain current versions of assigned policies, procedures, forms, templates, contracts, and other controlled documents taking into consideration review schedules, renewal dates, tracking, and other filing or reporting deadlines.
• Support the appropriate filing, archiving, confidentiality, and retrieval of records in SharePoint and other approved systems.
• Assist departments with routine document and records-management practices and refer policy interpretation, retention, privacy, or compliance questions to the appropriate organizational lead.
• Provide other document, records-management, and organizational support to other departments, or as assigned within available capacity.
  
  

Requirements

Education

• Post-secondary diploma or certificate in accounting, bookkeeping, business administration or a related discipline. An equivalent combination of relevant education and progressively responsible experience may be considered.
  
  

Experience

• A minimum of two years of relevant accounting and administrative experience, including hands-on experience with accounts payable, accounts receivable, payment processing, reconciliations and electronic record keeping.
• Experience with accounting processes such as AP, AR, payment processing, and reconciliations is preferred.
• Experience with office administration, document control, or records coordination is preferred.
• Experience working with external service providers or supporting technology-related coordination is an asset.
• Experience in a non-profit environment is considered an asset.
  
  

Knowledge, Skills And Attributes

• Strong affinity for the WINS brand and commitment to the goals and vision of the Women in Need Society.
• Working knowledge of basic accounting principles and processes.
• Strong attention to detail and commitment to accuracy.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Intermediate Microsoft Excel skills, including formulas, filters, sorting, lookups and reconciliation of data
• Strong written and verbal communication and interpersonal skills.
• Collaborative and service-oriented, with the ability to work effectively across functions and with external service providers.
• Able to follow established procedures while identifying practical opportunities to improve processes and efficiency.
• Comfortable learning and using new technology, digital tools, and software applications.
• Proficient in Microsoft 365, including SharePoint, with the ability to maintain organized electronic records and document libraries.
• Able to exercise sound judgment, discretion, and confidentiality.
• Able to provide satisfactory results of a Police Information Check
• Eligible to legally work in Canada.