Operations and Finance Associate

4 weeks ago

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

About Us

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 national and international platforms in government, trade, and environmental matters. The Canadian Wood Council (CWC) promotes the Canadian wood products industry through a collaborative alliance of leading associations, striving to enhance market access and boost demand for Canadian wood products through regulations, standards, education, and advocacy.

Role Overview
This position is integral to the coordination and management of various administrative and financial functions for FPAC and CWC. The incumbent will ensure the efficient operation of committee meetings, oversee expense claim procedures, manage contract documentation, and provide financial reporting assistance, all while upholding a high standard of accuracy and confidentiality.

Key Responsibilities

  • Audit Committee Coordination:
    • Organize and schedule Finance and Audit committee meetings for FPAC and CWC, ensuring all relevant documentation and reports are prepared and distributed ahead of time (approximately 4 to 6 meetings annually).
    • Assist in the preparation of audit materials and presentations.
    • Maintain precise records of audit findings, action items, and follow-up activities.
    • Update committee membership and distribution lists.
    • Collaborate with Executive Assistants of FPAC and CWC in compiling board materials; serve as a backup for board package preparation.
  • Expense Management:
    • Review and process expense claims for accuracy and compliance with organizational policies for senior management staff of FPAC and CWC.
    • Assist employees and executives with expense claim submissions and resolve any discrepancies.
    • Distribute Visa statements and enter expenses into financial software.
  • Contract Management:
    • Compile, review, and manage contracts with vendors and external parties.
    • Ensure all contracts are accurately documented, filed, and readily accessible.
    • Monitor contract expiration dates, renewals, and compliance with terms.
  • Financial Reporting Support:
    • Assist the finance team with ad-hoc financial inquiries and audits.
    • Support management in developing travel budgets, subscriptions, and project budgets; assist with forecasting and monitoring.
  • Operational Coordination:
    • 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 Support:
    • Provide general administrative assistance, including scheduling meetings, managing correspondence, and maintaining records.
    • Support financial and operational projects as needed, ensuring timely and accurate completion.
    • Communicate effectively with internal and external stakeholders to facilitate smooth operations.
  • Human Resources Support:
    • Assist with onboarding and offboarding of new staff in collaboration with the HR Business Partner, including conducting office tours and providing orientation on office equipment.
    • Support event coordination for social events and workshops/training.
    • Maintain internal systems through user management and training.
    • Format letters, create polls and surveys, and assist with ad hoc research projects.
    • Be cross-trained to support other members of the administration services team as needed.
    • Participate in Shared Services administration meetings and contribute insights for planning and budgeting processes.

Qualifications

  • Diploma in Accounting, Finance, or Legal Studies.
  • 3+ years of experience in administrative support, preferably within a finance, audit, or legal context.
  • Strong organizational skills with the ability to prioritize tasks effectively.
  • Solid 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 work output.
  • Proactive approach with a focus on continuous improvement and problem-solving.

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