Key Responsibilities

• Monitor daily cash balances across bank, credit card, and payment platforms.
• Maintain target minimum balances across operating and program accounts to fulfill business obligations.
• Ensure sufficient funds are available for upcoming payments, payroll, travel, vendor obligations, and program needs.
• Coordinate transfers between operating, program, and investment accounts as needed.
• Ensure excess cash is moved or invested appropriately in line with internal strategy.
• Review banking and card activity for accuracy, validity, and potential fraud.
• Oversee Wise, PayPal, credit card, TD, OFX, and wealth account activity and reconciliations. 

• Set up and manage client invoicing in Xero based on signed contracts and deposit schedules.
• Ensure invoices are issued on time and directed to the correct client contacts following appropriate protocols.
• Monitor outstanding receivables and follow up internally on overdue deposits or balances to ensure timely collection.
• Prepare final invoices post-program to properly allocate revenue and applicable sales taxes.
• Support deferred revenue tracking and related journal entries tied to revenue recognition. 

• Process payment requests accurately and daily.
• Determine the best payment method based on timing, value, banking details, currency, and transaction fees.
• Coordinate vendor payments through Wise, OFX, wire transfer, credit card, or PayPal as appropriate.
• Ensure payment confirmations and receipts are distributed promptly and attached in Xero.
• Maintain a clean AP ledger and prevent duplication or misclassification of expenses.
• Follow internal approval thresholds and escalation protocols for large-value payments. 

• Support finance workflows from proposal stage through post-program reconciliation.
• Update forecasting, revenue, and cash flow tracking for newly signed programs.
• Set up and maintain program invoicing, budget files, cash flow tabs, and tracking sheets.
• Conduct budget audits at handoff, monthly, and at key program milestones.
• Review formulas, FX rates, attendee counts, tax treatment, placeholder items, and reconciliations for accuracy.
• Ensure expense trackers align with Xero and reflect current program realities.
• Complete post-program budget reconciliations within required timelines and support final client reconciliations. 

• Maintain the master finance sheet and key reporting tabs for cash flow, program revenue, add-on income, ROI, and balances.
• Support bookkeeping closely by reviewing account activity, reconciliation reports, and outstanding items.
• Perform account balance confirmations between Xero and bank/payment platforms.
• Review profit and loss statements, balance sheets, deferred revenue, prepaids, accruals, and other key balance sheet accounts.
• Flag anomalies, inconsistencies, or aged items for correction and follow-up.
• Help maintain accurate monthly financial visibility for leadership reporting and planning. 

• Maintain finance workflows and supporting systems including Xero, Dext, banking platforms, Wise, OFX, and internal trackers.
• Upload or correct missing transactions and ensure feeds and balances are complete and current.
• Help maintain finance documentation, forms, templates, and procedural consistency.
• Strengthen internal controls, approval workflows, and process discipline across finance operations.
• Support business continuity by maintaining organized records, access protocols, and key finance knowledge. 

• Coordinate approved payroll changes and employee expense submissions with external bookkeeping/payroll partners.
• Review employee expenses weekly for accuracy and policy compliance.
• Support administration of finance-related benefits, reimbursements, and selected people operations finance processes.
• Maintain certain administrative finance tools and records, including documentation, passwords/access, and employee off-boarding items tied to finance. 

Qualifications

• 5+ years of experience in finance operations, accounting, bookkeeping, or a similar hands-on finance role.
• Strong working knowledge of accounts receivable, accounts payable, reconciliations, cash flow, and month-end processes.
• Experience working in cloud accounting platforms such as Xero or similar systems.
• Comfortable managing multi-entity, multi-account, or multi-currency environments.
• Strong Excel or Google Sheets skills, including linked schedules, audit checks, and financial trackers.
• Exceptionally high attention to detail with strong follow-through and ownership.
• Able to prioritize daily operational needs while keeping an eye on the bigger financial picture and long term plan.
• Strong judgment, discretion, and comfort handling confidential financial information.

Preferred Qualifications

• Experience in a project-based events, hospitality, travel, agency, or services business.
• Experience managing a small team, or overseeing direct reports and providing direction to our cloud-accounting team that manages our payroll, weekly bookkeeping, and tax compliance.
• Experience with multi-currency payments, FX tracking, or international vendor payments.
• Familiarity with Dext, Wise, OFX, expense management tools, and external bookkeeping coordination.
• Understanding of revenue recognition, deferred revenue, prepaids, and program/job costing.
• Experience supporting leadership with dashboards, cash planning, and operating reports.

Core Competencies

• Financial operations excellence
• Cash flow awareness
• Process discipline
• Analytical thinking
• Systems fluency
• Clear communication
• Ownership and accountability
• Calm under pressure
• Detail orientation without losing the plot

Success in This Role Looks Like

• Cash balances are accurate, visible, and proactively managed on an ongoing basis.
• Program budgets, trackers, and reconciliations are kept current and reliable.
• Vendor and client transactions happen on time without avoidable fire drills.
• Xero and supporting schedules stay clean and well maintained.
• Month-end reviews are organized, accurate, and completed on schedule.
• Leadership has confidence in the numbers and the finance engine behind them to make key decisions based on the data. 

• 4-Weeks Starting Vacation 🌴
• Company Paid (100%) Health & Dental Benefits 🏥
• $2,500 Annual Professional Development Stipend 📚
• 100% Remote Work (Forever!) 🏠
• $2,000 Annual ‘Work from Wherever’ Stipend 💻
• 4-Day Work Week During the Summer (Friday’s Off!) ☀️
• $500 Annual “Health & Wellness” Credit 🏋️‍♀️
• Travel Opportunities 🗺️
• Aeroplan Points for Personal Travel ✈️
• Monthly Social Events, Flexible Hours
• Twice Annual Retreats (In recent years, we’ve taken the team to Tuscany 🇮🇹, Cartagena 🇨🇴, Prince Edward Island 🇨🇦, Nicaragua 🇳🇮,Maryland 🇺🇸 and Tulum 🇲🇽)
• And more! 🎉