Operations Specialist

5 days ago

Toronto, Ontario, Canada Employer Full time

is part of a family of incredible brands alongside Flawless Recruit and Together, we provide talent acquisition services to fit the unique hiring challenges of our clients. Whether they need help building recruiting processes, attracting top talent, or payrolling contractors, we can help.

Job Description
Our client is looking for an Operations Specialist to support the daily operations that keep them running smoothly — from customer reporting and finance tracking to internal process organization. The organizations design, build, and maintain reliable systems using open-source software. They're looking for an Operations Specialist to support the daily operations that keep the company running smoothly — from customer reporting and finance tracking to internal process organization.

Role Overview
This role ensures that operational workflows run efficiently and on schedule. You'll handle document management, weekly customer and project reporting, credit usage tracking, and expense management, while helping maintain the accuracy of our operational systems.

You'll work closely with leadership, engineering, and finance, supporting a growing team that values precision, clarity, and continuous improvement.

Key Responsibilities

  • Prepare and send weekly customer and project status reports.
  • Track credit usage, time reporting, and project milestones.
  • Assist with receipt tracking, expense reports, and vendor invoices.
  • Maintain dashboards and trackers in , Toggl, and Excel.
  • Support monthly reconciliations between project data and invoicing.
  • Keep operational documentation and templates up to date.
  • Coordinate cross-team updates to ensure consistent project and financial data.
  • Identify small process or automation improvements to reduce manual work.
  • Support accounts receivable and payable — prepare and issue invoices, process vendor payments, and assist with reconciliations.
  • Track and categorize receipts, employee expenses, and reimbursements.
  • Maintain monthly financial summaries and ensure project credits and hours align with invoicing.
  • Liaise with the finance and leadership teams to prepare billing and reporting data.

Qualifications

  • 4-5 years of experience in business operations, finance coordination, or bookkeeping support.
  • Working knowledge of invoicing, reconciliations, and financial tracking.
  • Familiarity with accounting or expense tools (e.g., QuickBooks, Wave, or Xero) is an asset.
  • Strong organization and follow-through with attention to detail.
  • Proficiency with spreadsheets and project tools (e.g., , Microsoft 365/Sharepoint).
  • Clear written communication and ability to manage multiple priorities.
  • Comfortable working remotely and asynchronously with global teams.
  • Experience in a technical or services environment is an asset.

Success in This Role

  • Reports and dashboards are accurate, timely, and consistent.
  • Operational and financial data align across systems.
  • Teams receive clear updates without needing to chase information.
  • Internal processes are documented and easy to repeat.
  • Continuously improve processes and increase efficiency

Additional Information
All your information will be kept confidential according to EEO guidelines.

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