Finance and Administration Coordinator

Job description

Job Brief: Overview: The Finance and Administrative Coordinator supports accurate donor data management, financial administration, and office operations. This role ensures timely processing of donations, financial transactions, reconciliations, and administrative activities while maintaining confidentiality of sensitive information. This is a contract role for 12 months, with the possibility to extend. Key Result Areas: The success of this role is measured by the following KRAs: Data Management: Contribute to ensuring Salesforce data is accurate and current. (20%) Finance Administration: Ensure accuracy with reconciliations, month-end close, statutory and tax filings, payment processing, vendor management, and audit support. (60%) Operations Support: Support office operations including vendor coordination, phone reception, and general administrative support. (20%) Roles and Responsibilities: Documentation, Reporting, & Data Management Tracking errors and inconsistencies in Salesforce data and engaging the IJM Global Technology Services Salesforce team to resolve errors or data problems. Participate in monthly NACRM Governance Meetings, using that opportunity to recommend new processes and procedures to create efficiencies within gift processing and management. Support for off-line gift processing, including mail batches, monthly, PayPal, Square, and Dressember. Receiving and entering all donation information from Stripe, cheques, and preauthorized debit (PAD) into the relevant database, including scanning and attaching original documentation for monthly supporters. Facilitating recurring donations via credit card and PAD and following up with exceptions (declined, expired); facilitating gifts in honour/memory of individuals, and facilitating company matching gifts. Daily monitoring of and clearing of Integration Logs, running Job Requests and checking Stripe account for data integrity. Review and repair donation reports prior to Finance department reconciliation. Make further adjustments to the reports based on queries from Finance. (monthly reconciliation of bank statements to SF). Finance Administration Support Collaborating with the Director of Finance to reconcile monthly Salesforce donation information with accounting software. Assist with month-end close processes to include, but not limited to, the preparation and posting of depreciation and prepaid expense journal entries. Prepare and file required government remittances and regulatory reports (e.g., WSIB, HST, and other statutory filings) on a timely basis. Ensure expenses are properly recorded and reconciled. Ensure the accurate and timely payment of invoices, staff reimbursements and credit cards. Monthly reconciliation of corporate credit cards. Support vendor management and compliance with all vendor procedures. Preparation of T4A, T4-NR and other tax documents. Assist the Director of Finance with ad hoc requests during the annual financial audit. Operations and Administrative Support Point of contact for property management and administrative vendors and manage the inventory of office supplies. Scanning and retaining soft copies of all necessary forms and documents. Primary responsibility for all incoming phone calls and appropriately welcoming guests to the IJM Canada office. Support the safe and normal functioning of the office facilities, including acting as the Health and Safety Representative for the organization, and ensure that the organization maintains all requirements for a safe work environment. Provide logistical support to board or all-staff meetings. Provide support to cross-departmental collaboration such as recurring coordinator office hours. General Tasks Participate in IJM’s community of spiritual formation. Supervisory: This position reports to the Director of Finance & Administration. No direct reports. Qualifications: Education & Experience 1-2 years of professional experience. 1-2 years of experience in data entry and financial administration. Proven ability to provide professional customer service to a variety of constituents. Bachelor’s degree. Technical Competencies Strong proficiency in Microsoft Office applications, including Word and Excel, with advanced Excel skills such as pivot tables, formulas, and data analysis. Demonstrated experience using QuickBooks Online. Exceptional ability in written and oral communication. Detail-oriented. Demonstrated ability to manage and maintain accurate data. Prior experience using fundraising or sales-related CRM, Salesforce, PayPal, Square, and/or Dressember preferred. Ability and willingness to learn different software platforms. Familiarity with back-end platforms and workflows. Non-Technical Competencies Eager commitment to IJM’s Core Values: Christian, Professional, and Bridge-Building; Exceptional EQ and CQ; Proactive, innovative problem solver; Understand systems and interconnectivity of systems, processes and workflow. Humble and resilient; Excellent relational judgment; Servant-hearted; Result-oriented. Other Duties: This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities for the position. Duties, responsibilities, and activities may change at any time with or without notice. All positions are required to perform any additional tasks assigned by the supervisor. IJM holds strict safeguarding principles and a zero tolerance for violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection and hiring criteria, subject to assessing the candidate's value congruence and thorough background, police clearance, and reference check processes. This posting is for an existing vacancy. Our hiring process does not involve the use of artificial intelligence to screen, assess, or select applicants.