Our client, a leading non-for-profit organization in Toronto is looking to hire a hybrid full-time Finance and Operations Manager to join their team.

The Finance and Operations Manager provides leadership in managing the organization’s finances, operations, and strategy. This role ensures financial sustainability through sound planning, budgeting, reporting, and oversight of financial processes. The Finance and Operations Manager also plays a critical role in optimizing operational efficiency, developing SOPs, and collaborating on HR initiatives to strengthen the organization’s culture and skills development.

Key Responsibilities

Financial Leadership and Strategy

• Provide financial leadership and act as a key advisor on financial matters to the Executive Director, the staff leadership team, and the Board FAR Committee.
• Develop and oversee strategies for financial health and operational efficiency across the organization.
• Lead long-term financial forecasting and analysis to support strategic planning and organizational growth.
• Lead the budgeting process to ensure alignment with organizational goals and project objectives.
• Use strategic thinking to enhance financial processes and ensure alignment with organizational goals and efficiency.
• Lead the annual audit process, ensuring compliance with standards and requests.
• Serve as the lead liaison on financial matters for the organization.

Financial Management

• Oversee monthly bookkeeping, reconcile financial statements, and ensure accuracy in accounts. Identify and address discrepancies promptly.
• Monitor the organization’s bank accounts daily to ensure accurate cash flow and resource allocation.
• Perform bi-daily checks of QuickBooks for transaction verification.
• Compile and generate financial reports and presentations for internal and external stakeholders.
• Manage payroll processes, including tax withholding, employee benefits, and expense reports.
• Review and edit financial and operational documents, ensuring accuracy and compliance.

Operations Leadership and Strategy

• Work with the Executive Director to identify and leverage strengths and opportunities, as well as identify and mitigate/manage weaknesses and threats.
• Partner with the Executive Director and HR to strengthen hiring processes, skills development programs, policies, and cultural initiatives.
• Contribute to building a positive and engaging workplace culture.
• Initiate, develop, and refine standard operating procedures (SOPs) based on organizational needs. Lead consultative processes to ensure smooth implementation and communication of SOPs.
• Work with other teams on initiatives such as publications and operational tasks, including finance-related projects for external stakeholders.
• Strategize and manage IT integration to support high organizational performance and cybersecurity.

Operations Management

• Review MOUs, sponsorships, consultant agreements, and other contracts before final approval by the Executive Director. Oversee use of DocuSign. Collaborate on improving contract templates and filing systems.
• Streamline protocols and improve the organization of files and documents within Google Drive. Collaborate with internal stakeholders to enhance document management practices.
• Manage subscriptions, password security through 1Password, and oversee hardware decisions related to procurement, repair, and obsolescence.
• Oversee the annual organizational Quality Standards process and MOU signing.
• Ensure organizational compliance with regulatory requirements, e.g., privacy policy.
• Support hiring processes, including the creation of job descriptions and employment agreements.

Oversight of Operations and Projects Coordinator

• Supervise the coordinator in managing financial and operational tasks as defined within their job description.
• Coordinate with the Project Manager, Gender Equity, to ensure good communication on assignments for the Coordinator and a balanced workload.
• Oversee HR items (excluding salaries), invoicing, accounts receivable collection, and follow-up inquiries, meeting agendas, general email oversight, project finances, and other related tasks.
• Review and approve expense reports.

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Minimum of 5 years of experience in financial management, with demonstrated leadership in strategic financial planning.
• Proficiency with QuickBooks, Dext, DocuSign, and password management tools (e.g., 1Password).
• Experience in payroll processing, financial reconciliation, and contract management.
• Strong analytical, organizational, and problem-solving skills.
• Ability to work collaboratively and communicate financial insights to non-financial stakeholders.
• Experience developing and implementing SOPs and financial processes.
• Knowledge of IT systems, subscriptions, and hardware management is an asset.