Operations & Finance Administrator

Job Title: Operations & Finance Administrator
Location: Remote to start (Hybrid in the future)
Type: Full-Time

Our recruitment team is currently partnering with Westbow Systems Group to hire an Operations & Finance Administrator. This role will support the day-to-day financial, operational, and administrative functions of the business and plays a key role in keeping projects, systems, and leadership priorities running smoothly.

Westbow Systems Group delivers commercial storage and organizational solutions across Western Canada and operates with a collaborative, high-performance team environment.

Key Responsibilities

Finance & Bookkeeping

• Maintain accurate financial records using QuickBooks, Xero, or similar platforms
• Manage accounts receivable and invoicing, including follow-ups on outstanding payments
• Process vendor invoices and support accounts payable
• Reconcile expenses and credit card transactions
• Liaise with external accountants to support reporting and year-end processes

Operations & Project Coordination

• Support project tracking, deadlines, and operational workflows
• Manage purchase orders and freight administration
• Maintain compliance documentation including WCB clearance, certificates of insurance, and project documentation

Administrative & Executive Support

• Manage calendars, meetings, and administrative coordination for leadership
• Handle inbound inquiries and maintain organized digital documentation
• Support internal communication and documentation across Microsoft 365

Systems & CRM Administration

• Maintain CRM records, contacts, and pipeline updates
• Support process improvements and system organization

People Operations Support

• Assist with onboarding administration for new employees and contractors
• Maintain organized personnel records and HR documentation

Qualifications

Required

• 5+ years of experience in administrative, operations, or finance coordination roles
• Hands-on bookkeeping experience using QuickBooks, Xero, or similar systems
• Proficiency with Microsoft 365 (Outlook, Word, Excel, OneDrive)
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication skills and ability to work independently in a remote setting

Assets

• Bookkeeping certification or accounting background
• Experience working with CRM systems
• Experience supporting project-based or operational businesses
• Familiarity with logistics, compliance documentation, or freight coordination

Work Arrangement

• Full-time position
• Remote to start, transitioning to hybrid when a physical office opens
• Equipment provided