Office & Operations Manager, Agri-Biotech

Our client, a pioneering biotechnology company based at Western Research Parks in London, Ontario, is seeking a hands-on Office & Operations Manager to keep our London facility and day-to-day business operations running smoothly. You will own purchasing, supplier coordination, shipping and logistics, facility administration, and financial administration, including invoicing and payment coordination, while working closely with the CEO and our remote accounting team.

You will also own local financial coordination and documentation. Our back-office finance team will retain responsibility for bookkeeping oversight, month-end close, financial reporting, tax and compliance, accounting review, and broader financial oversight.

Employment Type: Full-time permanent

Location: London, ON (onsite)

What You'll Do

1. Day-to-Day Finance

• Coordinate customer invoicing, track accounts receivable, and follow up on outstanding and overdue payments.
• Review supplier invoices for accuracy and supporting documentation, obtain required approvals, and coordinate vendor payments.
• Administer routine banking activities within approved authority, monitor cash balances and upcoming payments, and flag cash requirements to the CEO and finance team.
• Maintain complete, organized records of invoices, receipts, expenses, approvals, and payment confirmations.
• Provide timely documentation and reconciliation support to the back-office team for bookkeeping, month-end, and year-end processes.

2. Purchasing and Procurement

• Establish and maintain a consistent purchasing process across departments, including purchase requests, approvals, purchase orders where appropriate, and receipt collection.
• Coordinate supplier quotations, orders, deliveries, and follow-up on discrepancies.
• Check supplier invoices against approved purchases and goods or services received before submitting them for payment.
• Maintain vendor information, purchasing records, and company asset records.
• Give management visibility into committed spending, outstanding orders, and upcoming purchasing needs.

3. Grants and Funding Administration

• Coordinate financial documentation for government grants, funding applications, and reimbursement claims.
• Track eligible expenditures, supporting records, submission deadlines, and outstanding information.
• Work with the CEO, department leads, and finance team to prepare accurate, complete submissions.

4. Facility and Operational Coordination

• Support day-to-day office, laboratory, and facility administration.
• Coordinate with Western Research Parks, service providers, contractors, and suppliers on facility needs and service arrangements.
• Support equipment purchases, delivery scheduling, installation arrangements, and related documentation.
• Coordinate shipping, receiving, and logistics documentation with relevant team members and service providers.
• Track operational issues and follow up with the responsible parties through resolution.

5. Process Improvement and Communication

• Build practical procedures and tracking tools that improve purchasing discipline, record completeness, and accountability.
• Serve as the primary local coordination point between department leads and the back-office finance team.
• Provide concise updates on overdue receivables, upcoming payments, purchasing commitments, and unresolved operational matters.
• Identify missing information, delays, and process gaps, and escalate issues requiring management decisions.

What You'll Bring

• 3-5 years of relevant experience in accounting, finance operations, or a comparable hands-on role.
• Work experience with accounts payable, accounts receivable, banking, reconciliations, and financial administration.
• Experience in a Canadian start-up, small or medium-sized business, manufacturing environment, laboratory, or another growing organization.
• Experience with local government grants, procurement, or shipping and logistics.
• Familiarity with Canadian business accounting practices and tax requirements.
• Experience using QuickBooks, Xero, Sage, or a similar accounting system.
• Strong Excel or Google Sheets skills.
• Excellent organization, attention to detail, and consistent follow-through.
• Confidence communicating with customers, suppliers, department leads, and senior management.
• Sound judgment when handling confidential information, financial records, and competing priorities.
• Willingness to work across finance, procurement, logistics coordination, and facility administration.
• Availability to work on-site at our London facility.

What Success Looks Like

• Financial records and supporting documents are complete, accurate, and available when needed.
• Customer payments are followed up consistently, and supplier payments are coordinated on time.
• Department purchases follow a clear approval and documentation process.
• Management has timely visibility into cash needs, purchasing commitments, and operational issues.
• The local team and back-office finance team work together effectively, with clear responsibilities and reliable information flow.

What Our Client Offers

• Opportunity to build experience across science, regulatory affairs, marketing, business development, strategy, and operations.
• Comprehensive health, dental, and vision coverage.
• Mental health and wellness support programs.
• Virtual healthcare access.
• Travel emergency medical coverage.
• Life and accident insurance protection.

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