Job Description: Controller and Office Manager

Position Type: Full-Time

Reports To: CEO/CFO

Compensation:$100,000 Annually

Expected Start Date: Immediate

Application Deadline: November 9th, 2026

Position Summary

We are seeking a highly organized and proactive Controller and Office Manager to oversee financial administration, grant management, procurement, HR coordination, and day-to-day office operations at a rapidly growing technology startup.

This is a diverse role that combines financial responsibilities with general office management and operational support. The successful candidate will play an key role in maintaining accurate financial records, managing cash flow, preparing year-end accounting documentation, administering grant claims, coordinating purchasing activities, and ensuring the smooth operation of the office.

The ideal candidate is resourceful, dependable, and capable of working independently, managing competing priorities, and supporting management and employees across multiple areas of the business.

This position offers a unique opportunity to join a rapidly scaling startup and make a meaningful impact on its financial and operational growth. Initially, the role will combine financial management with office administration. As the company grows and the team expands, office management responsibilities will transition back to the existing administrator following their return from maternity leave, allowing the position to focus fully on financial management and develop into a dedicated Controller role.

- PLEASE NOTE: Candidates must already hold a valid Government of Canada Reliability Status security clearance to be considered for this position.





Key Responsibilities

- Oversee accounts payable and accounts receivable activities in coordination with bookkeepers, including invoice processing, payment tracking, collections, and supporting documentation.
- Coordinate month-end and year-end financial close activities, including general ledger maintenance, journal entries, and account reconciliations.
- Support the CFO with cash-flow monitoring, budgeting, and financial reporting.
- Prepare year-end accounting records and support audits, financial reviews, and compliance activities.
- Process authorized wire transfers, Interac e-Transfers, and company credit card payments for approved purchase orders and invoices.
- Maintain accurate financial records and ensure payments comply with company approval procedures.
- Liaise with banks regarding transactions and account-related issues.
- Prepare, submit, and track grant claims, funding applications, reimbursement requests, and SR&ED; tax credit claims.
- Reconcile grant expenditures and maintain supporting records for financial reporting and audits.
- Communicate with funding agencies regarding submissions, outstanding claims, and payments.

3. Procurement & Accounts Payable

- Coordinate purchasing activities, including sourcing items, preparing purchase orders, placing orders,



and tracking deliveries based on bills of materials and internal requests.
- Obtain required approvals before making purchases.
- Communicate with vendors regarding pricing, shipping, purchase orders, and delivery issues.
- Maintain purchasing records, invoices, receipts, and payment documentation.
- Support the maintenance and improvement of procurement and accounting systems, including Zoho, QuickBooks, and Microsoft applications.
- Track office and laboratory inventory, including capital assets and equipment.

4. Office Management & Operations

- Manage daily office operations, supplies, incoming and outgoing packages, and courier arrangements.
- Book and prepare meeting rooms for meetings, visitors, and events.
- Coordinate company events, including catering, gifts, decorations, and budgets.
- Maintain records, filing systems, and meeting documentation.
- Assist management and employees with administrative tasks and special projects.

5. HR & Recruitment Administration

- Coordinate employee onboarding and offboarding, including documentation, equipment, keys, and system access.
- Assist with junior staff recruitment, including preparing job descriptions and postings, coordinating interviews, and supporting hiring activities.
- Coordinate co-op recruitment and communicate with university partners, including the University of Toronto and University of Waterloo.
- Provide security orientations to new employees and co-op students.
- Maintain calendars and record approved vacation days.
- Maintain confidential employee records and assist management with HR-related administration.

📌 Controller and Office Manager (Kitchener)
🏢 Phantom
📍 Kitchener