The Role

Trailmark Systems is looking for an experienced, hands-on Financial Controller & Administrator to manage our day-to-day financial operations and help keep our business running smoothly. This is a part-time role for someone who enjoys keeping finances organized, maintaining accurate records, and making sure invoicing, payroll, and payments are handled reliably and on time.

About TrailmarkTrailmark builds software and provides consulting services for land, water, culture, and knowledge stewardship. Our platform helps teams gather, organize, protect, map, and apply complex place-based information, including field observations, interviews, documents, maps, survey responses, and consultation records. We work closely with Indigenous communities, stewardship teams, researchers, consultants, and agencies across Canada.

About the roleYou will take ownership of routine bookkeeping and financial administration, working closely with our team and external accountants to maintain a explicit picture of the company’s financial position.

Your work will range from managing invoices and processing payroll to coordinating year-end documentation, preparing financial reports, and supporting cash-flow planning. You’ll also help us maintain practical, well-organized processes that support a small software and consulting business.

Responsibilities

Bookkeeping and financial administration

- Maintain accurate, up-to-date financial records in QuickBooks
- Manage customer invoicing, track payments, and follow up on outstanding accounts
- Manage accounts payable and receivable, including vendor payments and expense records
- Handle day-to-day banking, payments, transfers, and account reconciliations
- Maintain organized financial documentation and support month-end activities

Payroll





- Process payroll accurately and on schedule
- Coordinate payroll-related remittances and reporting
- Maintain payroll records and handle confidential information with care

Financial reporting and accountant coordination

- Prepare regular financial reports and support cash-flow planning and budgeting
- Serve as the primary point of contact for our external accountants
- Coordinate records and supporting information for year-end reporting and tax filings
- Help compile financial records and supporting documentation for Scientific Research and Experimental Development (SR&ED;) claims, working with our accountants or advisors

Internal coordination and process improvement

- Work closely with leadership and team members to keep financial information current and accessible
- Track financial deadlines and coordinate the information needed to meet them
- Improve bookkeeping and administrative processes where needed
- Communicate financial questions, outstanding items, and upcoming obligations clearly and promptly

We’re looking for someone who

- Has relevant experience in bookkeeping, financial management, or a hands-on controller role
- Has strong working knowledge of QuickBooks
- Has experience processing Canadian payroll and managing related reporting and remittances
- Is confident managing invoicing, banking, reconciliations, and month-end activities




- Has experience working with external accountants
- Is organized, detail-oriented, and reliable about meeting deadlines
- Uses sound judgment and discretion when handling confidential financial and employee information
- Can work independently while communicating clearly with a small team
- Is comfortable balancing routine financial tasks with reporting and planning responsibilities

Helpful experienceExperience in any of the following areas would be an asset:

- Supporting SR&ED; claims and preparing related financial documentation
- Working with a software or technology company
- Supporting a business that combines software and consulting services
- Improving financial workflows and bookkeeping processes
- A relevant accounting designation or bookkeeping certification

You do not need to be an expert in all of these areas. We are looking for someone who is capable, dependable, and comfortable taking a hands-on role in a small team. Working arrangementWe anticipate this being approximately a 50% part-time position. The schedule and distribution of hours can be discussed, with regular availability needed to meet payroll, invoicing, and reporting deadlines.

Compensation is $37,500–$50,000 annually for a 50% position, depending on experience. This is equivalent to a full-time salary of $75,000–$100,000.

LocationThis position is hybrid, applicants should be based in the Victoria, BC area

Benefits

What we offer

- A flexible hybrid work setting
- A part time schedule, with the distribution of hours agreed around key financial deadlines
- Opportunity to work with a small, mission-driven team on projects that support land, water, culture, and knowledge stewardship

📌 Financial Controller / Administrator (Victoria)
🏢 Trailmark Systems
📍 Victoria