Finance and Administration Manager

Location: Ottawa (Westboro)

Hours: Full-time, flexible schedule

Vacation: Unlimited, remote work eligibility

Benefits: Excellent

Security Level: Secret clearance eligible

Experience: Five or more years

Language: English Essential, French beneficial

Valencia is hiring for a senior finance and administration professional.  Reporting to the Chief Executive Optimist, your work will be supporting Valencia’s management, accounting, sales, and delivery staff.

Your experience in bookkeeping, invoicing, payroll, corporate operations, and executive administration will be needed to support our creative and engaging team of Cyber Optimists.  Ideally, you have worked in professional services and technology firms.

Your work will be broad, focusing on where we need the most help in operating our growing business.  Expect your responsibilities to include:

• Administrative support for the executive team and staff
• Bookkeeping and finance dashboards with support from accounting
• Invoicing, and Payroll
• Recruiting and administration support
• Sales support for product and service quotations
• HR support, including maintaining staff resumes
• Delivery support (logistics, project administration, document formatting)

Your Skills and Traits

• A positive attitude to work with our talented, curious, and collaborative team
• Initiative
• Great ability to learn and work with technology, including AI
• High competence with Microsoft Office
• Interest in learning about Cybersecurity and Privacy
• Excellent organizational skills
• Background knowledge of Cybersecurity, Cloud, and IT services and solutions.

Working at Valencia

We offer the opportunity to join us in creating a safe and empowering digital world through your actions and behaviour. We are Cyber Optimists. Valencia has a mission to help our clients find a positive path forward toward a safe and empowering digital world. Our values are clear:

• Integrity. We are committed to unwavering accountability and professionalism for ourselves, our peers, and our clients.
• Quality.  We embrace the diversity of thought and collaboration leading to stronger results.
• Creativity. We understand that autonomy, innovation, and disruption are essential to unleashing our team’s creativity.

Our professional services and solutions encompass the Cybersecurity and Privacy needs of our clients:

Job Details

Finance

·        Accounts Receivable

·        Accounts Payable

·        Responding to client financial inquiries

·        Liaise with Accountants and Bookkeepers as needed

Human Resources

·        Onboard employees

·        Manage HR Information System

·        Coordinate with contractors

·        Maintain employee benefits

·        Coordinate employee performance management

·        Maintain job descriptions

·        Track and coordinate applicants

Operations and Administration

·        Coordination with outsourced legal council

·        General Inbound calls for Sales, Finance and other inquiries

·        Monitor and respond to communications received on shared mailboxes

·        Assist with meeting and calendars of executive team

·        Attend meetings to track notes and action items

·        Track and progress miscellaneous administrative tasks

·        Liaise with clients as needed to assist with project coordination

Procurement Support (Inside Sales)

·        Coordination of procurement once sale is completed

·        Work with product vendors to manage standing and certifications with them

·        Mange distribution vendors for product orders

·        Assist with contract tracking and renewals

·        Order, coordinate and track hardware and software orders to clients

·        Follow-up with vendors as needed to ensure efficient delivery of products

·        Keep clients informed of status/issues/delays