Finance Coordinator

We are an independent global marketing communications group with a human‑first approach. We connect strategy, creativity, technology and operations to help brands and organisations grow with purpose. Our global network supports more than 1,200 clients across 34 countries, backed by over 35 years of experience. Under the mci group umbrella, our agencies bring together world‑class talent in strategy, creative development, account leadership, technology, production and research to shape meaningful, lasting impact.

JOB OBJECTIVE

The Finance Coordinator is responsible for supporting financial and operational activities across client projects, including billing, contract administration, accounts receivable and payable, project financial tracking, and reporting. The role helps ensure accurate financial records, timely invoicing, effective cash flow management, and strong operational support for both internal teams and clients.

Main Responsibilities

Contracts, Billing & Renewals

• Prepare client contract fee sections once established by Director, obtain pricing approvals, and update contract fee schedules.
• Maintain billing schedules and generate client invoices (management + disbursements) with correct tax treatment.
• Review contract renewals for accuracy, consistency, and alignment with scope once prepared by Director
• Validate fee tables, deliverables, and timelines; flag gaps and prepare final versions for client review.
• Maintain invoice logs and numbering for tracking.

Receivables, Payables & Cash Flow

• Monitor A/R, follow up on outstanding invoices, and coordinate collections with PMs and Leads.
• Reconcile A/R at project close, ensuring all costs are captured.
• Process payables (coding, approvals, QuickBooks entry) and provide supporting backup.
• Track invoice status (submitted, approved, paid) and ensure timely processing.

Financial Operations & Reporting

• Maintain budget trackers, POs, commitments, and flag discrepancies.
• Support month-end and project close with clean financial data.
• Prepare BL and BS submissions, bank reconciliations, and audit support (MYE/YE).
• Prepare and review client invoices with full backup and accurate coding.

Commissions

• Track and report commissions (invoiced, received, payable) and prepare accruals.

Client & Project Financial Support

• Resolve client finance issues and reconcile discrepancies with internal records.
• Review costing sheets and validate fees, markups, and calculations.

Supplier & Disbursement Management

• Review supplier invoices against POs/quotes and submit for approval.
• Maintain disbursement pricing and billing structures.
• Train staff on billing and disbursement processes; document procedures.

Systems, Banking & Administration

• Manage QuickBooks entries, project naming, and float tracking.
• Handle banking (transfers, deposits, liaison with Scotia).
• Assign job numbers and manage basic admin items (rent invoice, internet, etc.).

Registration, Inventory & File Management

• Support reconciliation reports for 3 large clients and inventory tracking.
• Maintain project folders, financial documentation, and naming conventions.
• Ensure all records are organized and audit-ready.

Payroll & Time Tracking

• Review overtime and contractor invoices
• Submit timesheets as required.

Description Of The Relationships

• Reports directly into the Finance Director
• Works closely with the aNd Logistix leadership and operations team, including Project Leads and internal stakeholders, to support financial operations, client billing, contract administration, project financial tracking, and reporting activities.
• Collaborates internally with all members of the MCI Canada and MCI Global to ensure accurate financial processes, timely reporting, and operational efficiency.
• Maintains professional working relationships with clients, suppliers, contractors, financial institutions, and external service providers.

Job Requirements

• Degree or Diploma in Finance, Accounting, Business Administration, or a related field.
• 2–5 years of experience in a finance, accounting, billing, or financial operations role.
• Experience supporting project-based financial tracking, budgets, contracts, and client billing is considered an asset.
• Experience supporting month-end close activities, account reconciliations, and audit preparation is considered an asset.
• Strong numerical, analytical, and problem-solving skills with a high level of accuracy and attention to detail.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills, with the ability to work effectively with internal teams, clients, and vendors.
• Ability to maintain confidentiality and handle sensitive financial information with discretion.

Specific Technical Skills

• Proficient in Microsoft Office Suite, with advanced knowledge of Excel (spreadsheets, formulas, data analysis, and reporting).
• Experience using accounting and financial management software, preferably QuickBooks.
• Knowledge of accounts receivable, accounts payable, billing, invoicing, reconciliations, and financial reporting processes.
• Experience maintaining budgets, tracking project financials, and supporting month-end and year-end activities.
• Understanding of contract administration, fee schedules, purchase orders, and financial controls.
• Working knowledge of Canadian sales tax requirements (GST/HST/QST) and basic accounting principles.
• Experience preparing and maintaining financial records, supporting audits, and ensuring data accuracy.

Additional Skills / Local Requirements

• Exceptional attention to detail and accuracy in a fast-paced environment.
• Strong organizational, planning, and time-management skills with the ability to manage multiple priorities and competing deadlines.
• Excellent interpersonal, verbal, and written communication skills.
• Strong problem-solving and analytical skills with the ability to identify discrepancies and recommend solutions.
• Self-motivated, proactive, and able to work independently while contributing effectively as part of a team.
• Experience in a professional services, agency, association management, or project-based environment is considered an asset.
• Bilingualism (English and French) is considered an asset.

Benefits

• Salary ranging from $60,000 - $66,000 CAD annually, commensurate with experience and qualifications.
• Health and dental benefits
• HSA & LSA
• Birthday day off
• Flexible remote work environment
• Friendly and collaborative work environment

mci group is where you can bring your true self to work and be pround of what you do. Join us and make a difference!