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Added 8 days ago
VM
Senior Electrical Engineer
Vard Marine Inc.
Ottawa, ON
- $125,000 to $140,000 CAD / year
- Full-time
Perform and review concept and detail design of ship electrical and control systems,
Added 8 days ago
R
Lead Full Stack Developer
RBC
Toronto, ON
- Full-time
A Lead Full Stack Developer is responsible for designing, developing and maintaining legacy and "Cloud First" applications written primarily in C# and focused on .Net Core and cloud…
Added 8 days ago
R
Salesforce Platform Engineer
RBC
Toronto, ON
- Full-time
…work closely with business stakeholders, product owners, and engineering teams to deliver scalable and compliant solutions that streamline loan origination, underwriting, and servicing…
Added 8 days ago
T
Staff Software Engineer
Twilio
Remote, Canada
- Full-time
- Remote
Agentic Systems: Experience building or integrating AI agents into internal developer platforms or automated ops workfl
Added 8 days ago
TR
AI Security Associate Architect
Thomson Reuters
Toronto, ON · Canada, Toronto, Ontario
- Full-time
…embed security across our products, platforms, and enterprise systems. You will work with business and technical teams to make secure-by-design architectures and secure-by-default…
Added 8 days ago
A
Testia Canada - Consultant(e) intermédiaire en Cybersécurité GRC (H/F) - Mirabel
Airbus
Montreal, QC
- Full-time
…propose aussi des services d’ inspection , de consulting, et d’engineering…
Added 8 days ago
C
Sr. Mainframe - z/OS System Programmer
CIBC
Toronto, ON
- Full-time
Our Cloud Engineering Transformation (CET) Mainframe Engineering team is responsible for delivering stable, secure, and resilient mainframe infrastructure that supports critical business…
Added 8 days ago
C
Senior Controls Designer
Carrier
Mississauga, ON
- $89,500 to $139,500 CAD / year
- Full-time
Design and program increasingly advanced building automation systems, site-specific configuration of control system, and control algorithms.
Added 8 days ago
C
Technical Services Representative
Carrier
Langley (District), BC
- $33,000 to $83,000 CAD / year
- Full-time
…portfolio that includes heating, cooling, ventilation, and energy systems, Viessmann serves residential, commercial, and industrial markets worldwide. The company continues to shape the…
Added 8 days ago
B
Senior Development Lead - (Cloud /Payment Systems)
BMO
Toronto, ON · BMOPLACE
- Full-time
…integration with on-prem applications and upstream/downstream…
Added 8 days ago
BC
Quality Control Inspector - Electrical - Industrial East
Bird Construction
Mississauga, ON
- Full-time
Collaborate with engineering, construction, QA teams, subcontractors, and client representatives to address inspection findings and resolve technical issues.
Added 8 days ago
M
Winter Co-op 2027 - Business Technology
Manulife
Toronto, ON
- Full-time
…from experienced professionals and gain exposure to enterprise systems, tools, and processes that enable innovation across the…
Added 8 days ago
H
Gestionnaire des ventes et des appels d'offres /Sales Engineer & Service Tender Manager
Hitachi
Montreal, QC · (HE)Office_QC, Saint-Laurent
- Full-time
Added 8 days ago
DT
Analyst III Infrastructure Services
DXC Technology
QC · CAN QC Home based (CSC Location)
- Full-time
Support basic monitoring and routine troubleshooting of infrastructure systems.
Added 8 days ago
G
Project Manager, Municipal Roads
GFT.
Toronto, ON
- Full-time
…connectivity. Whether working on highways and bridges or traffic engineering, our team excels in resilient, sustainable design and construction, delivering innovative solutions that address…
Added 8 days ago
EI
Technical Sales Engineer
Ecolab Inc.
Calgary, AB
- Full-time
5+ years experience in mechanical engineering, electrical engineering, applications engineering, technical sales, or product development.
Added 8 days ago
OT
Senior Software Developer (Microsoft 365 & Azure Integrations)
Open Text Corporation
Richmond Hill, ON
- Other
We are looking for a Senior Software Developer to design and build the integration layer between OpenText Content Management and the Microsoft ecosystem, including Microsoft Teams,…
Added 8 days ago
P
Office Manager and Controller
Phantom
Kitchener, ON
- Full-time
Support the maintenance and improvement of procurement and accounting systems, including Zoho, QuickBooks, and Microsoft applications.
Added 8 days ago
C
Signals & Communications Helper
CPKC
Medicine Hat, AB
- Full-time
…the construction and upkeep of cutting-edge railway signal systems that ensure Canada’s railways run safely and efficiently. As a Signals & Communications (S&C) Helper, you’ll receive…
Added 8 days ago
Electrical Engineer/Reliability
Intertape Polymer Group (IPG)
Truro, NS · ON · NB · NS · PE · NL
Collaborate with other engineering disciplines to improve overall plant performance.
Added 8 days ago
CU
Post Doctoral Fellow in Learning-based Control for Controlled Environment Agriculture (Mechanical Engineering)
Clemson University MBA Programs
SK
- Full-time
Clemson University: College of Engineering, Computing and Applied Sciences: Mechanical Engineering
Added 8 days ago
AL
Intermediate Instrumentation & Control Engineer/Technologist
A.H. Lundberg Systems Limited
Vancouver, BC
- Full-time
A.H. Lundberg Systems Limited is a well-established engineering and equipment supply company to the Pulp & Paper, Wood Products, Oil & Gas, and other industries offering environmental, heat…
Added 8 days ago
VA
Technician, Avionics
Voyageur Aviation
North Bay, ON
- Full-time
…modifying, and testing electrical, electronic, instrument, and radio systems-components on our CRJ and DH8…
Added 8 days ago
EG
Développeur(-euse) de logiciels III (contenu) / Software Developer III (Content)
Expedia Group
Montreal, QC · Canada - Quebec - Montreal
- Full-time
Added 8 days ago
Senior Account Executive, Enterprise
Behavox
Montreal, QC
At Behavox, our engineering culture is built around speed, experimentation, and technical excellence, following agile principles and rapid iteration. We constantly test and adopt the latest…

Phantom

Office Manager and Controller

Kitchener, ON, Canada

Compensation: $100,000 Annually · Full-time

Apply About employer

Applications open in a new tab.

Job details

Pay: Compensation: $100,000 Annually
Job type: Full-time
Apply by: Apr 15, 2027
Experience: 3-5 years of progressive accounting experience
Posting language: English
Posted: Oct 17, 2026

Original job description

Job Description: Office Manager and Controller

Position Type: Full-Time

Reports To: CEO/CFO

Location: 280 Joseph St, Kitchener, Ontario N2G 4Z5, Canada

Compensation: $100,000 Annually

Expected Start Date: Immediate

Application Deadline: Oct 23^rd, 2026

Position Summary

We are seeking a highly organized and proactive Office Manager and Controller to oversee financial administration, grants, procurement, HR coordination, and daily office operations.

This is a diverse role that combines financial responsibilities with general office management and operational support. The successful candidate will play an important role in maintaining accurate financial records, managing cash flow, preparing year-end accounting documentation, administering grant claims, coordinating purchasing activities, and ensuring the smooth operation of the office.

The ideal candidate is resourceful, dependable, and capable of working independently, managing competing priorities, and supporting management and employees across multiple areas of the business.

This position offers a unique opportunity to join a rapidly scaling startup and make a meaningful impact on its financial and operational growth. Initially, the role will combine financial management with office administration. As the company grows and the team expands, office management responsibilities will transition back to the existing administrator following their return from maternity leave, allowing the position to focus fully on financial management and develop into a dedicated Controller role.

Key Responsibilities

1. Financial Management & Accounting

Oversee accounts payable and accounts receivable activities in coordination with bookkeepers, including invoice processing, payment tracking, collections, and supporting documentation.
Coordinate month-end and year-end financial close activities, including general ledger maintenance, journal entries, and account reconciliations.
Support the CFO with cash-flow monitoring, budgeting, and financial reporting.
Prepare year-end accounting records and support audits, financial reviews, and compliance activities.
Process authorized wire transfers, Interac e-Transfers, and company credit card payments for approved purchase orders and invoices.
Maintain accurate financial records and ensure payments comply with company approval procedures.
Liaise with banks regarding transactions and account-related issues.

2. Grant Administration

Prepare, submit, and track grant claims, funding applications, reimbursement requests, and SR&ED tax credit claims.
Reconcile grant expenditures and maintain supporting records for financial reporting and audits.
Communicate with funding agencies regarding submissions, outstanding claims, and payments.

3. Procurement & Accounts Payable

Coordinate purchasing activities, including sourcing items, preparing purchase orders, placing orders, and tracking deliveries based on bills of materials and internal requests.
Obtain required approvals before making purchases.
Communicate with vendors regarding pricing, shipping, purchase orders, and delivery issues.
Maintain purchasing records, invoices, receipts, and payment documentation.
Support the maintenance and improvement of procurement and accounting systems, including Zoho, QuickBooks, and Microsoft applications.
Track office and laboratory inventory, including capital assets and equipment.

4. Office Management & Operations

Manage daily office operations, supplies, incoming and outgoing packages, and courier arrangements.
Book and prepare meeting rooms for meetings, visitors, and events.
Coordinate company events, including catering, gifts, decorations, and budgets.
Maintain records, filing systems, and meeting documentation.
Assist management and employees with administrative tasks and special projects.

5. HR & Recruitment Administration

Coordinate employee onboarding and offboarding, including documentation, equipment, keys, and system access.
Assist with junior staff recruitment, including preparing job descriptions and postings, coordinating interviews, and supporting hiring activities.
Coordinate co-op recruitment and communicate with university partners, including the University of Toronto and University of Waterloo.
Provide security orientations to new employees and co-op students.
Maintain calendars and record approved vacation days.
Maintain confidential employee records and assist management with HR-related administration.

6. Workplace Security & Access

Perform end-of-day security checks to ensure designated offices, laboratories, storage areas, and equipment are secured appropriately.
Manage keys, access passes, and access to designated rooms and equipment.
Coordinate room access for cleaning and maintenance.
Follow established shutdown procedures for designated equipment.
Maintain workplace security procedures and report issues to management
Maintain company credentials using approved secure password-management procedures.

7. Management & Operational Support

Assist management with rental communications, insurance coordination, document reviews, and other operational tasks.
Support the development and maintenance of procurement systems and internal processes.
Maintain project purchasing records and update bills of materials with order and delivery information.
Collect project and employee information required for grant reporting.
Identify opportunities to improve financial, administrative, and procurement processes.

Qualifications & Experience

Required:

3-5 years of progressive accounting experience
Education in accounting, finance, business administration, or a related field.
Experience with cash flow, banking transactions, accounts payable, and financial reconciliations.
Experience preparing year-end accounting records and working with external accountants.
Strong organizational skills and the ability to manage competing deadlines independently.
Strong proficiency in Microsoft Excel.
Experience with ERP/accounting software, such as QuickBooks, Zoho, or similar platforms.
Strong attention to detail, analytical and problem-solving abilities, with sound judgment when handling confidential information.
Security Clearance: Must hold a valid Government of Canada Reliability Status clearance.

Preferred:

CPA or CMA designation; candidates working toward a designation will also be considered.
Practical experience preparing grant claims and financial reports, preferably in a grant-funded organization.
Experience in procurement, vendor coordination, inventory management, and HR administration.
Experience in a technology, engineering, research, or laboratory environment.

What We're Looking For

The ideal candidate is dependable, proactive, and comfortable balancing financial responsibilities with office administration. They can manage deadlines independently, communicate effectively with staff and external partners, and help maintain efficient systems as the organization grows.

How to Apply

Please submit a resume and cover letter outlining your relevant financial, grant administration, and office management experience to shae@phantomphotonics.ca .

Apply About employer

More about this job

Responsibilities

Oversee accounting and financial administration, including cash flow, reconciliations, year-end records, payments, grant claims, and audit support. Coordinate procurement, office operations, HR administration, workplace security, and operational processes, with the role expected to transition toward a dedicated Controller position as the company grows.

Requirements

Requires 3–5 years of progressive accounting experience, education in accounting, finance, business administration, or a related field, and experience with cash flow, banking transactions, accounts payable, reconciliations, and year-end records. Candidates must hold a valid Government of Canada Reliability Status clearance and demonstrate strong Excel, accounting software, organizational, analytical, and confidentiality skills; a CPA or CMA designation is preferred.

Skills

Accounting
Cash Flow Management
Accounts Payable
Accounts Receivable
Financial Reconciliation
Financial Reporting
Grant Administration
Procurement
Vendor Coordination
Inventory Management
Microsoft Excel
QuickBooks
Zoho
Human Resources Administration
Office Management
Confidential Records Management

Visa sponsorship

Not detected in the job text

Hiring contact email

shae@phantomphotonics.ca

Keywords

Accounting
Controller
Cash Flow
Accounts Payable
Accounts Receivable
General Ledger
Journal Entries
Account Reconciliation
Financial Reporting
Year-End Close
Audit Support
Grant Claims
SR&ED Tax Credits
Procurement
Purchase Orders
Vendor Coordination
Inventory Management
Capital Assets
QuickBooks
Zoho
Microsoft Excel
Microsoft Applications
CPA
CMA
Government of Canada Reliability Status
Human Resources Administration
Recruitment
Workplace Security
Technology
Engineering

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