Financial and Office Administration

Position Overview

The Office Administrator & Accounting Manager will manage the day-to-day administrative, accounting, and clerical tasks that keep the greenhouse operations and farm running efficiently. This role bridges farm operations and business management — ensuring accurate records, smooth communication, and compliance with financial and agricultural standards.

Key Responsibilities

1. Accounting & Finance Management

• Record daily financial transactions on AgAnalyst accounting software program (sales, purchases, expenses, payroll) and manage associated reporting.
• Prepare and issue invoices, receipts, statements and supplier payments accurately and on time.
• Process accounts payable and receivables; reconcile vendor statements and customer accounts.
• Maintain Insurance Policies, ensure accuracy of coverages, premiums, and vehicle documentation
• Prepare and reconcile bank statements, petty cash, and credit accounts.
• Maintain monthly cashflow, budget (income and expense) tracking, forecasting, and variance reporting.
• Generate monthly financial summaries and coordinate year-end closing.
• Support audits and ensure compliance with accounting policies and agricultural financial regulations.
• Process bi-weekly payroll, ensuring accuracy of hours worked and deductions for regular and seasonal workers
• Support monthly, quarterly, and annual financial reporting. Prepare documentation for external accountants, auditors, or tax filings.
• Assist with cost of production records

2. Office Administration

• Manage general office operations, supplies, and communication systems.
• Maintain organized filing systems (digital and physical) for receivables and payables, contracts, production records, compliance documents, etc.
• Support management with administrative tasks such as compliance paperwork, certifications, and audits.
• Manage office correspondence, emails, and phone inquiries from suppliers, customers, and logistics partners.
• Update and maintain Standard Operating Procedure manual for greenhouse operations
• Serve as the first point of contact for incoming phone calls, emails, and messages, directing appropriately, ensuring a professional and positive experience
• Assist with company events, including planning, coordinating, reporting, etc.
• Coordinate travel arrangements, including flights for foreign workers, hotels, and car rentals, as needed.

3. Human Resource Management

• Handle HR-related documentation for Temporary Foreign Workers, including Contract Management, adherence to requirements, Income Tax processing, banking, and Health Care.
• Handle HR-related clerical duties such as attendance records, payroll, staff hire and leave paperwork, including T4's and Records of Employment.
• Handle HR record-keeping, ensuring compliance with legal and company standards, and managing both electronic and hard-copy files.

4. Inventory & Production Records

• Support yearend inventory reporting
• Support up-to-date records of greenhouse and farm crops (seeds, fertilizers, packaging materials, etc.).
• Support tracking greenhouse harvest data, sales, and delivery logs.
• Track crop Production Yields, Contracts (fulfillment and settlements), to support cashflow reporting

5. Compliance and Recordkeeping

• Maintain accurate records for agricultural and environmental compliance
• Support grant or subsidy applications by providing financial and operational data.
• Ensure all documentation meets standards for agricultural inspections and audits.

NOTE: The above duties are an overview of responsibilities, however may not be all inclusive of all requirements of the position.

Qualifications & Requirements

Experience:

Required

• Minimum 3 years' experience in administrative and accounting roles (preferably in agriculture).
• Experience with Human Resource Management

Asset

• Knowledge of greenhouse operations and crop farming and their related supplies
• Knowledge of Foreign Worker Program

Skills and Qualifications

• Proficiency with accounting software and Microsoft Office (Excel, Word).
• Basic understanding of agricultural terminology and greenhouse operations.
• Good communication, interpersonal and organizational skills.
• Ability to handle multiple priorities during peak growing seasons.
• Strong MS Office skills (Excel, Word, Outlook).
• Strong attention to detail and numerical accuracy.

Requirements:

• Previous experience in Office and Financial Administration
• Friendly professional demeanor with the ability to communicate with Customers, Suppliers and employees at all levels.
• Multi-tasking, organization, and attention to detail are essential.
• Working experience with Email and Microsoft 365.
• A high degree of confidentiality and integrity.
• Able to navigate the internet to locate and verify requested supplies.
• Must be comfortable working independently, meeting deadlines and working at a fast pace.

Personal Attributes

• Reliable, proactive, and trustworthy.
• Ability to work independently with sound decision making.
• Strong problem-solving and time-management

Working Conditions

• Office-based within the greenhouse and/or farm premises.
• Regular interaction with management, field, production staff, suppliers and customers.
• May assist with greenhouse audits, inventory management and harvest reporting.

Job Type: Full-time

Pay: $32.00-$45.00 per hour

Expected hours: 40 per week

Work Location: In person