Admin & Finance Coordinator

About Food Banks Canada

At Food Banks Canada, our commitment stretches across the nation, tirelessly supporting and enhancing the work of over 5,500 food banks and community organizations. We invest in, advocate for, and bolster their critical efforts. Through diligent research, we delve into the root causes of food insecurity, devising actionable solutions informed by our findings as we work to create a Canada where no one goes hungry.

In 2024, Waterstone Human Capital recognized our workplace for embodying one of Canada’s Most Admired™ Corporate Cultures of the year. This distinction highlights best-in-class Canadian organizations with cultures that have helped them enhance performance. For us, performance means advancing our mission and achieving organizational goals collaboratively with a team that is happy, healthy and engaged.

Our efforts and impact are expanding, and we're opening doors for passionate, teamwork-driven professionals in search of a career that's both meaningful and captivating. Bilingualism (English/French) is an asset for all our roles at Food Banks Canada as we support Canadians across the country.

Note: this is role will be available on a temporary, 18-month contract.
About the Role

The Admin & Finance Coordinator provides professional accounting support to Food Banks Canada and is responsible for the accounts receivable functions, corporate credit card reconciliation, and office mail services. The Finance Coordinator provides assistance to the Finance Manager to ensure all financial records and reports are in compliance with accounting standards and the policies of Food Banks Canada, and that they reflect the strong fiscal management of the organization.
What You Will Be Doing

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Endorse cheques and make bank deposits weekly, scan and organize supporting documents (including cheques, cover letters, and envelopes) and print and file deposit slips in SharePoint

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Prepare and distribute weekly batches to the Development Team, input revenue data into Business Central upon batch approval, and cross check with Donor CRM for accurate Project and Fund code allocations to ensure data consistency across both systems and in compliance with revenue recognition accounting standards for Not-for-Profit Organizations

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Download bank feeds on a daily basis, monitoring and promptly reporting any suspicious corporate credit card transactions to the Finance Manager

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Follow up with staff to collect necessary supporting documents for corporate credit card expenses, match documents to purchase orders or authorizations, verify extensions and assign appropriate GL codes, and input information into the accounting system in compliance with the accounting standards GAAP

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Perform corporate card reconciliation and obtain monthly approval for reconciliations from the VP of Finance

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Apply the HST/GST rebates based on different provincial taxes charged on reported expenses, when applicable, and perform the appropriate calculations to find the correct amounts when needed

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Diligently maintain accurate electronic filing systems for credit card supporting documents and approval batches, ensure compliance with CRA requirements by maintaining the supporting documents for at least 7 years

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Ensure internal controls are followed, and report any control deficiencies you identify immediately to the Finance Manager to investigate

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Coordinate with the lockbox service provider to ensure timely weekly mail collection

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Endorse or complete the bank deposits immediately upon receiving the mail package, and safeguard mail packages in a secure location not accessible to others

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Scan and organize mail and share the SharePoint link with appropriate staff, and redirect confidential or important mail to appropriate staff weekly

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Assist with the execution and management of annual and special audits

- Other duties as assigned

What You Will Need

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Completion of a post-secondary college diploma program or equivalent