Accounting & Operations manager – VIS Mechanical

Location: Vancouver, BC (On-site)

Salary: $90,000 – $140,000 per year (based on experience)

Employment Type: Full time, Permanent

VIS Mechanical is one of Vancouvers and Vancouver Island’s fastest-growing mechanical contractors, delivering high-quality HVAC, plumbing, electrical, and commercial mechanical services across the region. With major projects underway and continued expansion on the horizon, we are seeking a strong Accounting and Operations manager to bring structure, reliability, and expertise to our finance operations.

Position overview

This position is broader than a traditional office-management role and is intended for an individual who can combine strong bookkeeping and accounting capability with practical operational leadership. The successful candidate will help maintain accurate financial information, strengthen internal processes, support payroll and billing, improve administrative systems, and coordinate the office functions that enable the company’s field operations to perform effectively.

Working closely with the CFO and senior leadership team, the Accounting & Operations Manager will provide reliable financial and operational support while helping VIS Mechanical Ltd. build scalable systems for continued growth. This is also an excellent opportunity for an experienced accounting professional to grow toward greater controllership responsibilities over time.

Key responsibilities

Accounting and financial administration

• Manage and coordinate day-to-day accounting activities, including accounts payable, accounts receivable, payroll administration, deposits, reconciliations, and general ledger support.

• Maintain accurate and timely accounting records in QuickBooks Online and related systems.

• Coordinate payroll processing, including the integration of time-tracking information, review of hours, identification of discrepancies, and timely submission of payroll information.

• Review coding, approvals, supporting documentation, and posting of invoices and expenses.

• Monitor accounts receivable, customer accounts, collections, and outstanding balances in coordination with the CFO and project teams.

• Support accounts-payable processes, supplier payments, payment scheduling, and vendor account maintenance.

• Assist with month-end, quarter-end, and year-end close procedures, including reconciliations, schedules, supporting documentation, and reporting packages.

• Prepare or coordinate recurring financial and operational reports for review by the CFO.

• Maintain organized, confidential, and audit-ready financial records.

• Identify accounting discrepancies, investigate variances, and recommend corrective action.

Cash flow and financial planning support

• Support the CFO with cash management, working-capital monitoring, cash-flow forecasting, and payment planning.

• Assist with the preparation of annual, quarterly, and monthly budgets, forecasts, and cash-flow projections.

• Monitor outstanding receivables, upcoming payables, payroll requirements, and other cash commitments.

• Provide timely information to the CFO regarding unusual transactions, cash-flow pressures, overdue accounts, and material variances.

• Support the preparation of information required by banking partners, financial institutions, accountants, and other financial advisors.

• Work with the CFO to maintain appropriate financial controls, approval processes, and segregation of duties.

Billing and project financial coordination

• Coordinate monthly billing processes in collaboration with the CFO, COO, Residential Construction Manager, project managers, and field leadership.

• Help ensure billings are complete, accurate, properly supported, and submitted in accordance with customer and contract requirements.

• Review project billing information, percentage-of-completion data, change orders, holdbacks, and supporting documentation before submission for approval.

• Review subcontractor billings and agreements for accuracy, completeness, approvals, and consistency with project records.

• Assist with the review of project costs, commitments, purchase orders, and job-cost information.

• Follow up on missing documentation, discrepancies, unapproved charges,



and billing issues.

• Support the CFO and operational leaders with project reporting, cost tracking, and financial administration.

Office and administrative operations

• Manage the day-to-day administrative functions of the office and ensure an organized, professional, and productive work environment.

• Lead, mentor, and support the office administration team, including assigning work, setting priorities, and maintaining quality-control standards.

• Delegate effectively while retaining appropriate oversight of deadlines, accuracy, and service levels.

• Serve as a central point of contact for internal administrative communication and coordination.

• Coordinate office supplies, food services, cleaning services, equipment, access, and other workplace requirements.

• Organize and coordinate office meetings, conferences, team functions, and social events in consultation with the CEO and leadership team.

• Maintain effective filing, document-control, record-retention, and information-management practices.

• Support communication between office staff, field teams, suppliers, customers, and senior leadership.

Systems, technology, and process improvement

• Research, evaluate, and help implement technology that improves efficiency, automation, reporting, communication, and internal controls.

• Improve integration between QuickBooks Online, time tracking, payroll, project-management, and other business systems.

• Develop and document repeatable processes, checklists, workflows, and standard operating procedures.

• Identify administrative and accounting inefficiencies and implement practical improvements.

• Help establish reliable systems for document management, approvals, inventory, purchasing, billing, and reporting.

• Train team members on relevant systems and processes and monitor adoption and data quality.

Inventory, purchasing, vehicles, and cost control

• Coordinate with the COO and operational leaders to develop and maintain systems for inventory tracking and cost control.

• Track and report on tool purchasing, tool inventory, supplier purchasing, fuel consumption, and vehicle-maintenance costs.

• Help ensure purchasing is properly authorized, documented, coded, and allocated to the appropriate project or cost category.

• Maintain accurate supplier information, account forms, certificates, and related documentation.

• Identify unusual purchasing patterns, cost variances, missing documentation, or opportunities for improved control.

• Support the development of processes for company assets, tools, vehicles, and equipment.

Banking, suppliers, and external relationships

• Work with the CFO in managing banking relationships and communications with financial partners.

• Prepare and distribute supplier account forms and maintain current vendor records.

• Coordinate supplier documentation, credit applications, payment information, and account updates.

• Prepare and manage general-contractor prequalification documentation in coordination with the appropriate internal leaders.

• Maintain professional and timely communication with suppliers, customers, subcontractors, banking representatives, and service providers.

Contracts, compliance, and risk support

• Review contracts, agreements, and related documentation from an administrative and financial-risk perspective and escalate concerns to the CFO or CEO.

• Coordinate with operational leaders to confirm that subcontractor billings and agreements align with approved project records.

• Help maintain compliance with company policies and applicable requirements relating to payroll, accounting records, privacy, office operations, safety, and security.

• Protect confidential financial, payroll, employee, customer, supplier, and company information.

• Support internal reviews, external accounting requirements, audits, insurance requests,



and other information-gathering processes.

Compensation and benefits

• Base salary: $85,000–$105,000 per year, paid bi-weekly in accordance with company payroll practices.

• Performance bonus: Eligible for an annual performance bonus targeted between 5% and 15% of base salary, based on individual performance, company profitability, and criteria established by the company. Bonus eligibility does not guarantee payment or a specific amount.

• Vacation: Three weeks of paid vacation per year, subject to company policy and applicable employment standards.

• Benefits: Participation in the Grandeur Executive Benefits Plan effective immediately, subject to the terms, conditions, and eligibility requirements of the plan. VIS Mechanical Ltd. reserves the right to amend, replace, or discontinue benefit plans in accordance with applicable law.

• Fuel: Gas card for approved business use, where required for the position.

Work expectations

• This is a full-time, salaried position requiring approximately 45–55 hours per week, generally Monday through Friday. Additional time may be required to meet payroll deadlines, reporting requirements, business needs, and company objectives.

• The position is primarily office-based at the Saanichton location.

• The successful candidate must be comfortable working in a deadline-driven environment and managing confidential, time-sensitive information.

• Occasional attendance at meetings, events, banking appointments, supplier meetings, or other company activities may be required.

Qualifications and experience

• Minimum five years of progressive office-management, accounting-administration, bookkeeping, or financial-operations experience.

• Strong working knowledge of bookkeeping, accounts payable, accounts receivable, payroll administration, reconciliations, and financial processes.

• Experience with QuickBooks Online is required or strongly preferred; experience integrating time-tracking and payroll systems is an asset.

• Accounting diploma, bookkeeping designation, or equivalent practical experience required; CPA designation or progress toward a CPA designation is an asset.

• Experience supporting month-end reporting, budgeting, forecasting, cash-flow monitoring, and job-cost administration.

• Experience leading, mentoring, or coordinating a team of at least five employees is preferred.

• Experience in construction, mechanical contracting, trades, project-based businesses, or a related industry is strongly preferred.

• Strong understanding of internal controls, documentation, confidentiality, and financial accuracy.

• Strong written and verbal communication skills.

• Excellent organization, prioritization, and attention to detail.

• Ability to manage multiple deadlines and competing priorities with minimal supervision.

• Sound judgment and confidence identifying issues, escalating concerns, and making practical decisions.

• Proficiency with Microsoft Office, Excel, Outlook, and business-administration software.

• Self-directed, accountable, and committed to continuous improvement.

Personal attributes The successful candidate will be:

• Accurate, dependable, and highly organized.

• Comfortable balancing accounting detail with broader office and operational responsibilities.

• Discreet and trustworthy when handling confidential information.

• A clear communicator who can work effectively with executives, office staff, field teams, suppliers, and customers.

• A practical problem-solver who takes ownership and follows tasks through to completion.

• Comfortable improving systems rather than simply maintaining existing processes.

• Interested in growing into broader financial leadership and controllership responsibilities over time.

Why Join VIS Mechanical?

- Join a rapidly growing company with major expansion plans already underway.
- Work directly with ownership and CFO and contribute to building a modern, efficient finance function.
- Opportunities for professional growth as the company scales.
- Competitive salary, benefits, and performance incentives.

Job Types: Full-time, Permanent Pay: $90,000.00-$140,000.00 per year

Benefits

- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Accounting & operations Manager (Vancouver)
🏢 VIS Mechanical
📍 Vancouver