Finance & Administration Manager
Job Summary
Ovation Projects Ltd. is seeking an organized, detail-oriented Finance & Administration Manager to oversee the company’s day-to-day accounting, financial administration, and project support functions.
This is a hands-on role responsible for full-cycle bookkeeping, project job costing, accounts payable and receivable, payroll coordination, and financial reporting, while also supporting our project management team with permits, contract administration, document control, and general office operations.
The ideal candidate thrives in a fast-paced construction environment, enjoys building efficient systems and processes, and takes ownership of keeping both our financial records and project administration running smoothly.
Responsibilities
Accounting & Finance
- Manage full-cycle bookkeeping using QuickBooks Online.
- Process accounts payable, accounts receivable, invoicing, collections, and payment reconciliation.
- Maintain accurate project job costing and ensure all costs are coded correctly to projects.
- Reconcile bank, credit card, and supplier accounts.
- Prepare monthly financial statements and management reports.
- Coordinate payroll and employee expense reimbursements.
- Assist with budgeting, cash flow management, and forecasting.
- Support year-end accounting and liaise with external accountants.
Project Administration
- Set up new projects within company systems.
- Track project budgets, costs, change orders, purchase orders, and subcontract commitments.
- Coordinate building permits, municipal submissions, inspections, and occupancy documentation.
- Manage project documentation including contracts, insurance certificates, statutory declarations, lien waivers, and close-out packages.
- Prepare construction contracts, purchase orders, and subcontract agreements using company templates.
- Support project managers by maintaining organized project files and ensuring documentation remains current.
- Coordinate document execution through DocuSign.
Office Administration
- Maintain company records, licenses, insurance certificates, and corporate documents.
- Assist with HR administration including onboarding, benefits, and employee records.
- Manage office procedures and continuously improve administrative systems.
- Coordinate vendors, subscriptions, and office services.
- Provide general administrative support to ownership and project management.
Qualifications
- 5+ years of accounting, bookkeeping, or finance experience.
- Experience with full-cycle bookkeeping in a project-based or construction environment is strongly preferred.
- Strong understanding of project costing and construction accounting.
- Proficiency with QuickBooks Online.
- Experience with Microsoft Office (particularly Excel) and cloud-based software.
- Experience with Smartsheet, DocuSign, CompanyCam, or similar software is considered an asset.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities while maintaining a high level of accuracy.
- Self-motivated with the ability to work independently and improve internal processes.
Preferred Experience
- Construction, commercial renovation, or general contracting.
- Progress billing and construction invoicing.
- Permit applications and municipal coordination.
- Lien holdbacks and construction contract administration.
- Payroll administration.
- Job costing and financial reporting by project.
Pay: $30.00-$36.00 per hour
Benefits:
- Casual dress
- Dental care
- Flexible schedule
- On-site parking
Work Location: In person
