Do you enjoy working with both finance and business operations? Do you want to play a key role in supporting a growing company?
Mechatronic Design Solutions is hiring a Finance Administrative Officer in Ottawa, ON. Mechatronic D.S. is an Ottawa-based engineering automation company delivering technically complex projects across multiple industries. We are looking for a detail-oriented, organized, and proactive individual to support our accounting, payroll, benefits administration, and operational processes.
Working closely with the Director of Finance & Corporate Services, the successful candidate will play a key role in maintaining the company's financial operations while providing administrative support across the organization. This is a hands-on position offering broad exposure to how a growing engineering company operates.
Salary Range: $60,000 – $70,000 depending on experience
Benefits
- Full-time, in-office position
- Group benefits plan
- A clear growth path with the opportunity to become the company's primary finance operator as the team scales
- Direct mentorship and collaboration with the Director of Finance & Corporate Services
- Broad exposure to accounting, payroll, HR administration, government funding programs, and business operations
- A role where your work has visible impact : small team, real ownership, and minimal bureaucracy
- Varied responsibilities and opportunities for professional growth
- Monthly team lunches and company social activities
- Casual work attire
- Convenient headquarters location near downtown Ottawa, Little Italy, and Chinatown, with excellent food and public transit access
- 40-hour work week with a genuine respect for work-life balance
Required Qualifications
We ask candidates to apply only if they possess all the required qualifications.
- 3–5 years of experience in a full-cycle bookkeeping, accounting, or finance admin role
- Hands-on experience with QuickBooks Online (required)
- Payroll processing experience; PCP designation or working toward it is a strong asset
- Comfortable managing multiple priorities independently in a small-team environment
- Strong attention to detail and a low tolerance for loose ends
- Experience in a project-based, professional services, or engineering firm is an asset
- Bilingualism (French/English) is an asset but not required
Responsibilities
Accounts Receivable
- Prepare and issue client invoices based on project milestones, timesheets, or contract terms
- Monitor outstanding balances and follow up on overdue accounts
- Apply payments and reconcile customer accounts
- Maintain accurate AR records and escalate collection issues as needed
Accounts Payable
- Receive, review, and code vendor invoices against purchase orders or approved expenditures
- Manage the payment run : prioritize disbursements with cash flow in mind
- Communicate with vendors to resolve discrepancies and reconcile statements
- Maintain vendor records and track outstanding obligations and aging
Payroll
- Process bi-weekly or semi-monthly payroll for a team of approximately 20–25 employees
- Maintain employee records including hours, deductions, and benefit enrolments
- Ensure statutory remittances (CRA, EHT, WSIB) are calculated and submitted on time
- Liaise with the external accountant on payroll-related reconciliations
Accounting Support
- Enter and maintain transactions in QuickBooks Online
- Reconcile bank and credit card accounts
- Support month-end close activities in coordination with the Director of Finance and external accountant
- Assist with documentation for government funding programs and external audits as required
Benefits & HR Administration
- Manage employee benefits enrolments, changes, and terminations
- Coordinate with the benefits broker on renewals and plan updates
- Support onboarding and offboarding processes in coordination with the Office Coordinator
- Maintain organized employee records and support HR compliance tracking
Office & Logistics
- Manage day-to-day office operations including supply inventory and vendor coordination
- Coordinate shipping and receiving, manage inbound orders, receive and inspect deliveries, and arrange outbound shipments including courier booking and expedition follow-up
- Provide general administrative support to the leadership team
- Maintain organized physical and digital filing systems
Mechatronics DS is an equal opportunity employer. All qualified applicants are given consideration regardless of race, religion, colour, gender, sex, age, sexual orientation, gender identity, national origin, marital status, citizenship status, disability, veteran status, or any other protected class as provided in applicable employment laws.
Send applications to: [email protected]
Please include opportunity number 20260612 in your response subject line.
Testimonials. See what our clients are saying about us: mechds.ca
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
