Finance Coordinator

1 month ago

Oakville, Canada Aplin Martin Full time

**About Us**
Aplin Martin is a full-service Civil Engineering, Architecture, Planning, Environmental and Survey company, celebrating over 56 years of success in making sustainable communities a reality across Canada. Over the five decades, the Aplin Martin family has grown into a multi-disciplinary firm of 300+ talented and dedicated professionals delivering innovative and practical design solutions, approval strategies, and project management services to our clients in BC, AB, and ON. We are dedicated to nurturing our employees’ growth and development and providing a supportive environment with a strong emphasis on mentorship and professional development that ensures a rewarding career within our organization.

**The Opportunity**
The Finance Coordinator will work closely with the Accounts Manager to support project cost control and project administrative accounting. This role plays a vital role in managing financial and contractual aspects of projects efficiently by providing essential administrative and accounting assistance across various project tasks.

**Duties and Responsibilities**:
**Accounts Management**:

- Attending weekly team meetings to stay updated on project status, particularly regarding billing milestones.
- Assist in assembling and organizing quotations, drafting project proposals for review.
- Support the preparation of financial project reports, tracking project costs, and maintaining accurate records.
- Maintain organized and accessible contract records, assisting with contract administration tasks.
- Liaise with internal teams and external consultants to ensure clear understanding of contract requirements.
- Regularly update Master Proposal Tracking Reports.

**Invoicing**:

- Receive and circulate billing reports and attend billing meetings with Project Managers.
- Draft and issue invoices for review based on Manager Billing Meetings and as directed.
- Send approved invoices to clients promptly and update Deltek to record invoice issuance dates accurately.

**Consultant and Sub-Consultant Coordination**
- Follow up with consultants, drafting, and issuing consultant purchase orders as required.
- Assist with the circulation and processing of sub-consultant invoices, ensuring accuracy and compliance with contract terms.
- Assemble and submit weekly consultant invoice packages to head office, ensuring consultant invoices are entered into Deltek and accurately tagged for payment.
- Reconcile consultant statements against payments and coordinate with head office

**Accounts Receivable (AR) and Accounts Payable (AP) Assistance**
- Prepare reports for AR and AP, monitor outstanding accounts, and support timely payment collection.
- Assist in collections by preparing and issuing statements and following up on overdue payments to maintain a steady cash flow.

**Other Duties Assigned**:

- Perform additional administrative tasks to support the Accounts Manager and Finance department as needed.
- Support and participate in the advancement and growth of the firm.
- Develop and maintain positive client relationships.
- Assist the project team and Permit Coordinator in coordinating the collection of permit fees

**Skills and Qualifications**:

- Diploma or degree in Accounting, Finance, or a related field.
- 1-2 years of accounting experience; entry-level experience in project accounting or related administrative support is preferred.
- Proficiency in accounting software (experience with QuickBooks or Deltek is a plus) and Microsoft Office Suite.
- In-depth knowledge of accounting procedures and processes.
- Experience in the architectural, engineering, or construction industry is preferred but not mandatory.
- Strong attention to detail, with the ability to manage multiple tasks and meet deadlines effectively.
- Excellent communication and organizational skills.
- Strong proficiency in English, both written and verbal.
- Ability to work independently as well as collaboratively within a team.
- Dependable, responsible, and committed to excellence and success.
- High level of professionalism and discretion in handling confidential information.
- Willingness to learn and adapt to new systems and processes.
- Strong customer service orientation and a team-focused approach.
- Ability to understand end-user requirements, see the big picture, and address stakeholders’ needs by asking the right questions.

**Working Conditions**:

- Office-based position, primarily a seated desk/computer role.
- Regular interaction with internal teams, consultants, and clients.
- Occasional overtime may be required to meet client deadlines and project schedules.

**Benefits & Rewards**
- Comprehensive health benefits package that includes medical, dental, vision, an employee assistance program, life insurance, AD&D and LTD
- Education assistance program
- Monthly health & fitness allowance
- Group RRSP program & employer matching
- Flexible working arrangements
- Equal opportunities for career growth and advancement

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