Who We Are
Bellwether is a hand-picked team of experienced portfolio managers, skilled family wealth advisors and the operations teams that support them, brought together to positively influence the futures of affluent individuals and families by executing our life and legacy promise.
At Bellwether, we offer the opportunity to build a rewarding and fulfilling career. This is a place where you can realize your aspirations and achieve your goals, within a supportive and inclusive environment. By collaborating and working with talented colleagues on interesting and challenging projects and activities, every employee can make a difference and have a profound impact on our business.
We are a value-based organization with the following core beliefs:
- All in
- Clients come first
- Trust is earned
- One Team
- Innovation answers uncertainty
- Discipline delivers results
We are committed to providing an environment where all employees are encouraged to reach their highest potential. Please join us in striving to please our clients, in aiming to be the best you can be, and in making our Company a success.
Job Summary
The Finance & Administration Coordinator is a dynamic, hands-on role supporting the day-to-day accounting, licensing, and administrative operations for Bellwether’s Canadian and U.S. entities. Reporting to the Accounting Manager, this 100% in-office position is perfect for a detail-oriented, service-minded professional who thrives in a fast-paced, multi-entity environment.
You will pivot seamlessly between core financial tasks—such as accounts payable, bank reconciliations, month-end support, and audit preparation—and essential physical office operations, including front-desk reception, facilities coordination, and licensing administration. Leveraging modern tools, Excel, and approved AI/automation workflows, you will play a key role in streamlining processes, maintaining pristine digital records, and ensuring a welcoming, high-standard environment at our Oakville headquarters.
Key Responsibilities
Finance and Accounting Support (65%)
- Daily Transactions: Code and enter invoices into the accounting system; ensure all backup and supporting documentation is saved electronically.
- Controls & Approvals: Review invoice details for appropriate entity, account coding, tax treatment, and reporting period; verify proper approvals before processing.
- Payments: Prepare payment batches and enter payments into banking platforms or other payment systems, adhering to established approval controls. Process cheque payments for signatures as needed; create and maintain vendor records, including banking information and required supporting documentation.
- Reconciliations & Journal Entries: Prepare bank account and credit card reconciliations (resolving discrepancies proactively). Enter journal entries under the direction of the Accounting Manager/CFO.
- Month-End & Audits: Support the month-end close process by preparing schedules, reconciliations, invoice accruals, and prepaid expense support. Collaborate with auditors, external accountants, and internal teams to provide requested files.
- Compliance & Multi-entity Support: Support accounting and administrative processes for both Canadian and U.S. entities. Assist with HST, QST, and other government reporting.
- Insurance Admin: Assist with the annual renewal of corporate insurance policies, including FIB Bond, E&O, D&O, cyber, property, and other policies as applicable.
- Audit Readiness & Document Control: Maintain organized electronic accounting files and ensure documentation is complete and audit-ready.
- Audit & Stakeholder Collaboration: Partner collaboratively with internal team members and serve as a reliable liaison for external accountants and auditors, facilitating the prompt delivery of requested schedules and supporting data.
- Process Standardization: Support the implementation and continuous maintenance of uniform accounting procedures, templates, and controls across entities.
- Continuous Improvement: Proactively use accounting technology, Excel, electronic filing tools, templates, and approved AI tools to improve invoice processing, reconciliations, document organization, reporting support, and other recurring finance and administration workflows.
Office and Administrative Support (20%)
- Front Desk & Reception: Act as the professional and welcoming face of the Oakville office. Greet visitors, clients, advisors, and vendors; notify internal personnel of arrivals.
- Office Coordination: Manage incoming and outgoing mail, couriers, and deliveries (scanning and filing documents as needed). Keep the reception, meeting rooms, and office common areas safe, clean, and organized. Notify company personnel of visitor arrivals and direct visitors appropriately.
- Coordinate incoming/outgoing mail and logistics: Efficiently receive, sort, scan, distribute, or digitally archive all mail, packages, and courier deliveries.
- Oversee office facilities and inventory: Maintain the organization, cleanliness, and stocking of shared common spaces, including the kitchen, meeting rooms, and supply areas.
- Event Coordination: Support the planning, logistics, and execution of internal staff events, advisor gatherings, and other corporate functions.
- Travel Coordination: Manage end-to-end travel logistics for the executive team, including booking flights, accommodations, ground transportation, and preparing itineraries.
- Vendor & Facilities Liaison: Liaise with building management, cleaners, suppliers, and vendors for office-related requirements.
- Information Management: Assist with document organization, electronic filing, and administrative follow-up.
- Collaborative Support: Deliver reliable, high-quality administrative backup to other team members during peak periods or as operational needs arise.
Insurance and Licensing Administration (15%)
- Carrier Commissions: Download commission and fee statements from insurance carrier portals.
- Licensing Compliance: Assist with provincial licensing renewals (including FSRA, provincial insurance councils, and corporate/individual E&O).
- Adviser Onboarding: Upload renewals to APEXA, assist advisors with PPI contracting onboarding, and coordinate their setup within APEXA.
- Record Keeping: Maintain meticulous electronic records of all licensing, renewals, commission statements, and regulatory correspondence. Support other regulatory, licensing, or administrative tracking requirements as assigned.
Qualifications
- Post-secondary education in Accounting, Business Administration, Finance, or a related field.
- 2+ years of experience in accounting, finance administration, bookkeeping, or accounts payable role.
- Hands-on experience with QuickBooks Online is strongly preferred.
- Strong Microsoft Excel and Microsoft Office skills.
- Basic understanding of fundamental accounting rules and procedures (reconciliations, accruals, debits/credits).
- Proven ability to seamlessly pivot between structured financial processing and high-energy, client-facing reception tasks.
- Familiarity with provincial sales taxes (HST/QST) and multi-entity or multi-department setups is a strong asset.
- Experience in wealth management, insurance, or financial services (specifically with APEXA, FSRA licensing, or commission statements) is a highly valued asset.
- A collaborative spirit with a "roll-up-your-sleeves" attitude; comfortable working in a fast-paced, evolving environment.
- A proactive interest in using modern tech, automation, and approved AI tools to eliminate manual work and boost efficiency.
- Strong communication skills and a client-service mindset.
- Ability to handle confidential information with discretion.
Compensation and Working Conditions
- Salary Range (Base): This role offers a competitive annual base salary ranging from $60,000 to $75,000, depending on relevant qualifications and overall fit.
- Bonus & Benefits: Eligible for a discretionary performance bonus of up to 15% of base salary, plus a competitive group benefits program and employer-matched savings plan.
- In-Office Requirement: This is a full-time, 100% in-office role based at Bellwether’s Oakville office. Due to essential physical responsibilities (reception, mail, and facilities coordination), regular remote work is not available.
- Reporting Structure: Reports directly to the Accounting Manager (interim reporting to the Chief Financial Officer).
- Hours: Standard business hours, with occasional overtime required during high-volume periods (month-end, year-end audit, or annual insurance renewals).
Bellwether Investment Management Inc. is an equal opportunity employer committed to diversity and inclusion. Disability-related accommodation during the application process is available upon request.
AI Statement
Bellwether’s hiring process may include AI screening for keywords and minimum qualifications. Trained staff review all results and make final decisions.
Pay: $60,000.00-$75,000.00 per year
Ability to commute/relocate:
- Oakville, ON L6J 7T5: reliably commute or plan to relocate before starting work (preferred)
Location:
- Oakville, ON L6J 7T5 (required)
Work Location: In person
