Finance and Administration Officer

4 weeks ago

Ottawa, Ontario, Canada Forest Products Association of Canada Canadian... Full time

About Our Organization

The Forest Products Association of Canada (FPAC) serves as the unified voice for Canada's wood, pulp, paper, and wood-based bioproducts sectors, advocating on both national and international platforms regarding government, trade, and environmental matters. With an industry generating over $73 billion in annual revenue, FPAC plays a crucial role in employment across numerous communities, supporting 205,000 direct jobs and over 600,000 indirect jobs nationwide.

Role Overview
The Finance and Operations Coordinator is tasked with overseeing and streamlining various administrative and financial functions for FPAC and the Canadian Wood Council (CWC). This position is essential in ensuring efficient committee operations, managing expense claims, overseeing contract documentation, and providing financial reporting assistance, all while upholding the highest standards of confidentiality and accuracy.

Key Responsibilities

  • Audit Committee Coordination:
    • Organize and schedule Finance and Audit committee meetings for FPAC and CWC, ensuring all relevant documentation is prepared and distributed ahead of time (approximately 4 to 6 meetings annually).
    • Assist in the development of audit materials and presentations.
    • Maintain comprehensive records of audit outcomes, action items, and follow-up tasks.
    • Update membership and distribution lists for committees.
    • Collaborate with Executive Assistants to compile board materials and provide backup support for board package preparation.
  • Expense Management:
    • Review and process expense claims for accuracy and adherence to company policies for senior management personnel.
    • Assist staff and executives with expense claim submissions, resolving any discrepancies.
    • Distribute Visa statements and enter expenses into financial software.
  • Contract Management:
    • Compile, review, and oversee contracts with vendors and external partners.
    • Ensure all contracts are properly documented and accessible for reference.
    • Monitor contract expiration dates, renewals, and compliance with terms.
  • Financial Reporting Support:
    • Assist the finance team with ad-hoc inquiries and audits.
    • Support management in developing travel budgets, subscriptions, and project budgets; aid in forecasting and monitoring.
  • Operational Support:
    • Maintain and update operational procedures and manuals.
    • Coordinate with various departments to ensure seamless operational workflows.
    • Assist in implementing process improvements and efficiency initiatives.
  • Administrative Duties:
    • Provide general administrative support, including scheduling meetings and managing correspondence.
    • Support financial and operational projects to ensure timely and accurate completion.
    • Communicate effectively with internal and external stakeholders to facilitate smooth operations.
  • Human Resources Support:
    • Assist with onboarding and offboarding processes in collaboration with the HR Business Partner, including conducting office tours and orientation.
    • Support event coordination for social gatherings and training workshops.
    • Maintain internal systems through user management and training.
    • Format documents, create surveys, and assist with research projects as needed.
    • Participate in Shared Services administration meetings, contributing insights for planning and budgeting.

Qualifications

  • Diploma in Accounting, Finance, or Legal Studies.
  • Minimum of 3 years of experience in administrative support, ideally within finance, audit, or legal sectors.
  • Exceptional organizational skills with the ability to prioritize and meet deadlines.
  • Strong understanding of contracts and compliance.
  • Experience in preparing meeting materials and managing documentation for committees.
  • Proficiency in MS Office Suite (Excel, Word, PowerPoint) and familiarity with financial software (Sage).
  • Excellent written and verbal communication skills, capable of interacting professionally with stakeholders at all levels.
  • Detail-oriented with a commitment to accuracy in all tasks.
  • Proactive approach with a focus on continuous improvement and problem-solving.

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