About Sienci Labs

At Sienci Labs, we build software that empowers people to create, collaborate, and innovate. Our tools are used by a growing community of developers, businesses, and creators around the world. We're a small, fast-moving team that thrives on solving real-world problems through clean code, smart engineering, and a relentless focus on quality.

About the role

We are looking for a dependable, organized, and detail-oriented administrator to support our CEO, administrative team, and day-to-day office operations.

This is a wide-ranging, hands-on role combining executive support, office coordination, and routine finance administration. You will help keep our workplace organized, ensure recurring tasks are completed on time, and support established financial processes through accurate recordkeeping.

The balance between office administration and finance related work may be adjusted based on the successful candidate’s experience and strengths. A background in finance administration or bookkeeping support would be helpful, but formal accounting credentials are not required.

This is an in-person position at our Waterloo office.

Responsibilities

Your responsibilities may include:

Executive and administrative support

- Supporting the CEO and administrative team with day to day tasks
- Coordinating meetings, appointments, and schedules
- Completing forms, paperwork, and other administrative requests
- Answering or directing general calls, emails, messages, and inquiries
- Directing incoming mail and packages
- Providing backup administrative coverage when needed
- Handling confidential information with discretion

Office coordination

- Keeping the office, kitchen, and shared workspaces organized and well supplied
- Monitoring office supplies, coffee, refreshments, and other workplace necessities
- Coordinating routine office services, maintenance, waste collection, and related vendors




- Helping organize company meetings, events, and workplace activities

Finance administration

- Processing invoices, payments, reimbursements, and other routine transactions according to established procedures
- Entering and maintaining accurate information in QuickBooks, spreadsheets, and internal systems
- Collecting receipts, invoices, approvals, and supporting documentation
- Organizing financial and administrative records
- Preparing information for reconciliations, reporting, and review
- Following up on missing documents, approvals, or incomplete requests
- Monitoring recurring financial and administrative deadlines

What we are looking for

- Strong attention to detail and accuracy
- Excellent organization and follow-through
- Comfort working with recurring tasks, checklists, and deadlines
- The ability to follow an established process consistently
- Good judgment and discretion when handling confidential information
- Clear written and verbal communication
- Flexibility and a willingness to help wherever needed in a growing company

Helpful experience

Experience with any of the following would be helpful but is not required:

- QuickBooks or similar accounting software
- Google Workspace, including Gmail, Google Docs, and Google Sheets
- Invoice, payment, expense, reimbursement, or purchasing processes
- Recordkeeping and document management
- Office or facilities coordination
- Supporting an executive or leadership team
- Working in a small or growing company
- Access to a vehicle

To apply, please submit a cover letter and resume. Applications without these items will not be considered.

Pay: $50,000.00-$70,000.00 per year

Benefits:

- Casual dress
- Company events
- Dental care
- Discounted or free food
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Vision care

Application question(s):

- Have you included a cover letter and resume?

Work Location: In person

📌 Executive, Office & Finance Administrator (Canada)
🏢 Sienci Labs
📍 Canada