Finance & Operations Specialist

We believe in People, Process and Technology – fundamental pillars for success that we preach to our customers, and we live ourselves! The People part is where you come in because we believe our team members are the very best at what they do and are fundamental to our continued growth and customers’ success.

Provance is a place where you will have the opportunity to work to your full potential. It’s a place where you can be proud of the work that you do, where your colleagues will be proud of you and where what you do on a daily basis will have a direct impact on our growth.

We provide a flexible hybrid work culture.

So, what are you waiting for? We can’t wait to meet the next member of the Provance team.

About the role:

We are seeking an Finance & Operations Specialist located in Ottawa, Canada for bookkeeping, invoicing, operations, HR, and general administrative duties. This is a hands-on independent contributor role for a proactive professional who can assess situations and act independently. The ideal candidate is resourceful, reliable, and excited to support a growing SaaS business by ensuring our administrative, financial, and operational functions are well-managed every day. You will wear multiple hats – from managing finances to handling HR tasks – and will take initiative to improve processes and keep the office running smoothly.

Location: This role is in Ottawa requiring at a minimum 2-3 days in the office each week. You must be a Canadian Citizen or Permanent Resident.

Key Responsibilities:

· Financial Administration & Bookkeeping: Manage day-to-day bookkeeping tasks, including recording transactions, reconciling bank statements, and maintaining accurate financial records. Handle accounts payable/receivable – issue invoices, track client payments, and ensure vendor bills are paid on time.

· Office Operations & Administration: Oversee all aspects of office operations to ensure a smooth and efficient work environment. Plan and execute special operational projects independently. Maintain and update office policies and procedures, suggesting improvements to streamline processes and ensure compliance.

· Human Resources Support: Serve as an on-site HR coordinator for the team. Facilitate new hire onboarding and orientation (paperwork, office setup, introductions), and coordinate exit processes for departing employees. Administer basic HR functions such as maintaining employee records, coordinating company meetings, payroll and benefits administration, and tracking time off. Be a point of contact for staff regarding HR policies or office-related questions, and work with leadership to promote a positive, inclusive office culture.

Qualifications:

· Education & Experience: Bachelor’s degree / College certificate in business administration, accounting or a related field is preferred. Proven experience (approximately 3+ years) in office management, operations, or a similar role, ideally in a tech business where you’ve had to wear multiple hats.

· Financial/Bookkeeping Knowledge: Hands-on experience with bookkeeping, basic accounting, or finance administration. Ability to manage invoices and expenses; proficiency with accounting software (e.g. QuickBooks or similar) and spreadsheets is required.

· HR & Operations Exposure: Familiarity with HR administrative processes (payroll coordination, benefits enrollment, recruiting support) and general operations management.

· Initiative and Autonomy: Proven ability to work independently with minimal supervision. Experience developing and implementing plans or process improvements on your own is highly valued – you should be comfortable making decisions and leading projects in the best interest of the organization.

Desired Skills and Qualities:

· Proactive & Self-Motivated: A self-starter attitude – you take initiative to identify what needs to be done and act on it without always being asked. Able to make sound decisions independently and solve problems creatively.

· Organization & Time Management: Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a dynamic environment. You can juggle various tasks (finance, HR, ops) efficiently and keep things from falling through the cracks.

· Communication: Strong written and verbal communication skills. You communicate clearly and professionally with team members, vendors, and customers.

· Detail Orientation & Problem-Solving: Keen attention to detail and accuracy, especially when dealing with financial records or contracts. Solid analytical and problem-solving abilities to resolve billing discrepancies or improve a process as needed.

· Trustworthiness: High level of integrity and discretion. This role handles confidential information (financial data, payroll, employee records), so honesty and respect for privacy are essential.