Office Manager and Controller

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 .