Finance Administrative Officer

Mechatronic Design Solutions is hiring a Finance Administrative Officer in Ottawa, ON. Mechatronic D.S. is an Ottawa-based engineering automation company delivering technically complex projects across multiple industries. We are looking for a detail-oriented, organized, and proactive individual to support our accounting, payroll, benefits administration, and operational processes.

Working closely with the Director of Finance & Corporate Services, the successful candidate will play a key role in maintaining the company's financial operations while providing administrative support across the organization. This is a hands-on position offering broad exposure to how a growing engineering company operates.

Salary Range: $60,000 – $70,000 depending on experience

What to expect

First Weeks

Onboarding and training

• Learning the company's financial processes and systems
• Understanding active projects, billing requirements, and funding programs
• Supporting accounts payable, accounts receivable, and financial recordkeeping
• Meeting key internal contacts and understanding how finance connects to operations

First Month

• Building Independence
• Managing routine finance activities with increasing independence
• Assisting with invoicing, expense tracking, and reconciliations
• Supporting financial reporting and documentation requirements
• Coordinating with project teams to ensure accurate financial records
• Taking over office operations : supplies, logistics, shipping and receiving

Within the First Year

Full Ownership

• Operating as the primary finance officer for day-to-day AR, AP, and payroll
• Supporting compliance and operational requirements
• Building expertise in accounting, payroll, and benefits administration
• Being a reliable, go-to resource for leadership across finance, admin, and operations

Benefits

• Full-time, in-office position
• Group benefits plan
• A clear growth path with the opportunity to become the company's primary finance operator as the team scales
• Direct mentorship and collaboration with the Director of Finance & Corporate Services
• Broad exposure to accounting, payroll, HR administration, government funding programs, and business operations
• A role where your work has visible impact : small team, real ownership, and minimal bureaucracy
• Varied responsibilities and opportunities for professional growth
• Monthly team lunches and company social activities
• Casual work attire
• Convenient headquarters location near downtown Ottawa, Little Italy, and Chinatown, with excellent food and public transit access
• 40-hour work week with a genuine respect for work-life balance

Required Qualifications

We ask candidates to apply only if they possess all the required qualifications.

• 3–5 years of experience in a full-cycle bookkeeping, accounting, or finance admin role
• Hands-on experience with QuickBooks Online (required)
• Payroll processing experience; PCP designation or working toward it is a strong asset
• Comfortable managing multiple priorities independently in a small-team environment
• Strong attention to detail and a low tolerance for loose ends
• Experience in a project-based, professional services, or engineering firm is an asset
• Bilingualism (French/English) is an asset but not required

Responsibilities

Accounts Receivable

• Prepare and issue client invoices based on project milestones, timesheets, or contract terms
• Monitor outstanding balances and follow up on overdue accounts
• Apply payments and reconcile customer accounts
• Maintain accurate AR records and escalate collection issues as needed

Accounts Payable

• Receive, review, and code vendor invoices against purchase orders or approved expenditures
• Manage the payment run : prioritize disbursements with cash flow in mind
• Communicate with vendors to resolve discrepancies and reconcile statements
• Maintain vendor records and track outstanding obligations and aging

Payroll

• Process bi-weekly or semi-monthly payroll for a team of approximately 20–25 employees
• Maintain employee records including hours, deductions, and benefit enrolments
• Ensure statutory remittances (CRA, EHT, WSIB) are calculated and submitted on time
• Liaise with the external accountant on payroll-related reconciliations

Accounting Support

• Enter and maintain transactions in QuickBooks Online
• Reconcile bank and credit card accounts
• Support month-end close activities in coordination with the Director of Finance and external accountant
• Assist with documentation for government funding programs and external audits as required

Benefits & HR Administration

• Manage employee benefits enrolments, changes, and terminations
• Coordinate with the benefits broker on renewals and plan updates
• Support onboarding and offboarding processes in coordination with the Office Coordinator
• Maintain organized employee records and support HR compliance tracking

Office & Logistics                        

• Manage day-to-day office operations including supply inventory and vendor coordination
• Coordinate shipping and receiving, manage inbound orders, receive and inspect deliveries, and arrange outbound shipments including courier booking and expedition follow-up
• Provide general administrative support to the leadership team
• Maintain organized physical and digital filing systems

Mechatronics DS is an equal opportunity employer. All qualified applicants are given consideration regardless of race, religion, colour, gender, sex, age, sexual orientation, gender identity, national origin, marital status, citizenship status, disability, veteran status, or any other protected class as provided in applicable employment laws.

Send applications to: jobs@mechds.ca

Please include opportunity number 20260612 in your response subject line.

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