Bilingual Area Finance, Payroll and Administration Manager

JOB SUMMARY

Serves as confidential administrator for an Area Vice President and Area office. Carries out diverse administrative duties and implements organizational policies and practices. Aids line management in staff capacity by coordinating office services, such as budget preparation and records control, and conducting special management studies.

JOB REQUIREMENTS

• Bilingual (French/English)

• The functions listed describe the business purpose of this job.  Specific duties or tasks may vary and be documented separately.  The Bilingual Area Finance and Administration Manager might not be required to perform all functions listed.  Additional duties may be assigned, and functions may be modified, according to business necessity.

• The Bilingual Area Finance and Administration Manager will assist the Area Vice President and District Managers in the analysis and preparation of financial reports. 

• This role will liaison with internal Finance personnel including the Country Controller and international support personnel. 

• All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

RESPONSIBILITIES

• Establishes and maintain an effective liaison with all assigned internal clients through regularly scheduled calls and communications.
• Assists in Operational functions and processes for all Branch offices.
• Assists with presentation preparations.
• Compiles data and creates reports; making corrections, tracking accuracy, analyzing financial statements and providing financial advice, on weekly and monthly basis.
• Oversees the Area Administration function as it relates to Financial Reporting Policies and Procedures.
• Manages the Area office (Ottawa). 
• Processes general ledger related adjustments as required; advises Corporate Accounting of any special requirements to modify client profiles.
• Processes, tracks and manages AP and AR invoices and payments.
• Provides account analysis and provides highlights of analysis; provides cost analysis support; reconciliation of G/L accounts for specified areas.
• Supports and guides District Managers with the analysis and management of their financial statements, including: monthly financial reports, collection of accounts receivable, management of equipment, annual budget and quarterly forecast preparation
• Reviews G/L entries with Branch Managers to ensure accurate entry of expenses.
• Researches appropriate expenditures including equipment, supplies, and vehicles; ensures adequate inventory of uniforms, radios, etc.; maintains and submits payroll records and other required information; submits vendor invoices for payment through AP system (including union remittances).
• Traces all cash transactions enquiries from both internal and external clients; verifies all adjustments received from Corporate Accounting.
• Train and support the new personnel with respect to financial systems.
• Supports HR regarding all aspects of Payroll:
  • Prepares and issues Records of Employment (ROEs), ensuring accuracy for Service Canada.
  • Tracks and reconciles leave entitlements such as vacation, statutory holidays, sick days, family leave, and CNESST-related absences, ensuring alignment with provincial legislation, CBAs and company policy.
  • Supports onboarding and offboarding by ensuring payroll enrollment, changes, and final pay calculations comply with provincial Labor Standards and CBAs.
  • Responds to employee payroll inquiries in a timely and confidential manner, providing guidance on provincial entitlements (e.g., personal emergency leave, statutory holidays, etc.).
• Supports the National Office regarding financial data, when required.
• Coordinates information concerning: Renewal of Insurance certificates, renewal of provincial/local agency licenses, administrative data concerning local offices, renewal of office or equipment leases
• Be the main contact for all administrative support staff for Securitas (from other areas, Head Office-Toronto, Eastern Operations Centre and Western Operations Centre, US.
• Documents and investigates invoice issues.
• Completes monthly union remittances and produces tracking reports for monthly union dues and benefits (Health & Pension remittances); provides information on employee payroll matters; reconciles asset accounts; reconciles government remittances.
• Other duties as assigned.

POSITION SPECIFICATIONS

• Progressive experience in Financial Operational Support.
• Ability to interact effectively at all levels and across diverse cultures and countries.
• Must possess excellent communication (both oral and written) and interpersonal skills to work with internal and external clients.
• Must be able to organize and prioritize to support an effective/efficient operation and accomplishment of stated goals.
• Must have an understanding and ability to utilize proprietary software/systems.
• Excellent planning, organizing, and project coordination skills.
• Ability to be an effective team member and handle projects responsibly.
• Ability to adapt to changes in the external environment and organization.
• Ability to work independently or as part of a team.
• Excellent computer skills and proficient in MS Word, Excel, PowerPoint, Oracle with full training provided on internal software.
• Hybrid/on-site work options.

QUALIFICATIONS

• College diploma in a Financially related discipline preferred.
• Minimum of 3-5 years' experience in administration, finance preferably within the Security Industry.
• Bilingualism in both Official Languages required.
• Must undergo and meet company standards for background and reference checks, and behavioral selection survey.
• Must be able to obtain a federal clearance which involves a criminal background check.

OTHER

• Handling and being exposed to sensitive and confidential information.
• Occasional use of vehicle required in the performance of duties.
• Occasional travel to various company offices and other locations.

Securitas Canada celebrates diversity and we welcome and encourage applications from the four designated groups; namely women, aboriginal people, visible minorities and persons with disabilities.

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