Head of Accounting, Finance, and Administration

HEAD OF ACCOUNTING, FINANCE & ADMINISTRATION

Oxia Initiative is a climate technology (GreenTech/FinTech) company based in Montreal that develops the Carboscope SaaS platform—a carbon footprint measurement and ESG reporting solution for the private sector.

sustained growth and transatlantic expansion (Canada & France), we are seeking a finance and accounting expert capable of assuming full operational and strategic responsibility.

Four COMPONENTS OF THE POSITION

01 Administrative support for management

02 Accounting & Grants

03 Support for the HR Department

04 Payroll & Government Compliance

Mission OF THIS POSITION

Ensure the proper administrative, accounting, and organizational management of the company, providing direct support to senior management, while contributing to the smooth running of operations, the reliability of financial reporting, and the effective functioning of human resources in collaboration with the consulting HR director.

1. ADMINISTRATIVE SUPPORT FOR MANAGEMENT

‐ Organizing and managing administrative and legal files (contracts, internal documents, archiving)

‐ Managing the executive team’s schedule, priorities, and communications

‐ Drafting, formatting, and following up on official documents and strategic emails

‐ Organizing meetings: agendas, minutes, and action item tracking;

‐ Updating and maintaining the CRM (clients, partners, pipeline);

‐ Coordinating with external partners (accountant, legal counsel, banking institutions);

‐ Contributing to the structuring and improvement of administrative processes;

‐ Ensuring the smooth flow of daily operations

2.A - ACCOUNTING, ACCOUNTING CLERK

‐ Full-cycle bookkeeping: transaction entry, journals, general ledger, trial balance;

‐ Monthly bank reconciliation and cash flow monitoring;

‐ Preparation and issuance of customer invoices; tracking of payments and follow-up reminders as needed;

‐ Monitoring accounts payable and managing payments;

‐ Managing customer invoicing in CAD and foreign currencies; monitoring accounts receivable and sending structured reminders;

‐ Preparing monthly and quarterly financial statements (balance sheet, income statement, cash flow statement) with variance analysis and commentary for management;

‐ Implement and maintain a financial dashboard and real-time key performance indicators (KPIs) for management;

‐ Coordinate the year-end closing with the external accountant (CPA): preparation of files, reconciliations, notes to the financial statements;

‐ Preparation, tracking, and coordination of grant and reimbursement applications;

‐ Administrative preparation of public and private funding applications;

‐ Preparation and filing of GST/QST returns;

‐ Cash flow management & financial planning;

‐ Manage compliance obligations related to international expansion (French subsidiary / international invoicing)

2.b - GRANT APPLICATIONS & REIMBURSEMENTS

‐ Grants/Public Funding (federal, provincial, payroll, municipal, and awards): Manage administrative procedures, compile supporting documents, submit applications, track progress, and process reimbursements;

‐ Work with management to identify new funding opportunities aligned with the R&D strategy;

‐ Oversee R&D tax credit applications (RS&DE / SR&ED) with external partners (accountants, auditors)

‐ Track eligible R&D activities and hours

‐ Maintain an up-to-date record of funding (status, amounts, deadlines))

3. HUMAN RESOURCES — SUPPORT FOR THE HR CONSULTANT

‐ Onboarding/Offboarding Management: preparing contracts, granting access, welcoming new employees, and handling terminations

‐ Maintaining and updating employee files (contracts, amendments, absences, vacation, training)

‐ Monitoring employee benefits and coordinating with providers (group insurance, RRSPs, etc.)

‐ HR compliance support: labor standards, internal policies, CNESST

‐ Contributing to the drafting and updating of HR policies, procedures, and tools

‐ Preparing and providing the HR information required by the consulting HR Director

4. Paie et conformité gouvernementale

‐ End-to-end management of payroll cycles via ADP

‐ Verification of hours, entry of changes, and processing of payroll cycles

‐ Tracking and implementation of payroll changes (raises, terminations, contract modifications)

‐ Preparation of year-end tax forms (T4, Relevé 1)

‐ Tracking of government remittances (DAS, CNESST, RRQ, AE)

‐ Monitoring of regulatory and government deadlines

EDUCATION AND EXPERIENCE

‐ Bachelor’s degree in accounting, finance, business administration (required), or equivalent

‐ At least 3 years of experience in administration, accounting, and HR

‐ Accounting experience in an SME, a consulting firm, or a startup environment

‐ Experience using ADP for payroll management

‐ Experience preparing grant applications

TECHNICAL SKILLS

‐ CPA designation (required) or in the process of obtaining it (CPA in progress with equivalent experience)

‐ Knowledge of the Canadian and Quebec accounting and tax frameworks: GST/QST, DAS, T2, CO-17, T4, Relevé 1, RRQ, EI, CNESST

‐ Mnimum 5 years of experience in accounting, finance, or administration within an SME, startup, or Canadian accounting firm context;

‐ Proficiency in accounting software (QuickBooks or equivalent);

‐ Strong proficiency in Excel and the Microsoft Office suite;

‐ Bilingualism in French and English (required—international context);

‐ Proven experience in preparing SR&ED applications / R&D tax credits (required)

‐ Proven experience in managing government grants

‐ Advanced proficiency in Excel (financial models, dashboards, pivot tables)

‐ Experience with ADP or payroll management software

PERSONAL QUALITIES

‐ Absolute attention to detail, organizational skills, and reliability in a fast-paced, multi-tasking environment;

‐ High degree of autonomy, ability to prioritize and take initiative;

‐ Comfortable working directly with senior management;

‐ Ability to structure, document, and optimize processes (including tools and AI);

‐ Discretion and a keen sense of confidentiality (finance & HR)

‐ Analytical mindset with the ability to quickly solve problems and propose concrete solutions

‐ Integrity, loyalty, composure, meticulousness, analytical skills, honesty, and impartiality.

Atouts

‐ Knowledge of HR tools (HRIS, ATS)

‐ Knowledge of CRM (Dynamics 365) and ERP (Business Central)

‐ Experience in a startup or fast-growing company environment

‐ Education or experience in business administration and finance

‐ Additional education or experience in human resources

‐ Experience working with academic partners or public institutions

E LOOK FOR ABOVE ALL ELSE

This position is ideal for someone who:

‐ enjoys organizing, clarifying priorities, and structuring processes;

‐ is comfortable in a cross-functional role covering Administration, Accounting, Finance, and HR;

‐ appreciates rigorous follow-ups and well-structured processes;

‐ can work independently while collaborating with external consultants;

‐ wants to make a tangible contribution to the stability and growth of a company;

‐ Curiosity for AI tools (ChatGPT, Claude, etc.) and ability to use them to automate processes.

Join a young, dynamic, and multicultural team. Be part of a paradigm shift and help shape the world of tomorrow. Lead projects that generate positive environmental and economic outcomes.

‐ Full-time position: 37.5 hours/week

‐ Start date: as soon as possible

‐ 100% remote work

‐ Competitive salary based on experience

‐ Flexible and collaborative work environment

‐ Opportunity to shape the future of a fast-growing startup.

‐ Company culture focused on self-improvement, learning, and impact

‐ Certain specialized functions are still handled by external consultants

O APPLY?

Interested candidates are invited to submit their resume and cover letter by April 7, 2026, to: hr@oxia-initiative.com

Be sure to include the job title + LAST NAME + FIRST NAME in the subject line of your email: ACCOUNTING, FINANCE & ADMINISTRATION MANAGER - LAST NAME FIRST NAME

Please note that only those selected for an interview will be contacted.

FRENCH

RESPONSABLE COMPTABILITÉ, FINANCE & ADMINISTRATION

Profil expert · CPA ou équivalent · Finance & Conformité Canada/Québec

Contexte du poste

Oxia Initiative est une entreprise de technologie climatique (GreenTech/FinTech) basée à Montréal, développant la plateforme SaaS Carboscope — solution de mesure d'empreinte carbone et de reporting ESG pour les marchés privés.

Dans un contexte de croissance soutenue et d'expansion transatlantique (Canada & France), nous recherchons un(e) expert(e) en finance et comptabilité capable d'assumer une pleine responsabilité opérationnelle et stratégique.

QUATRE VOLETS DU POSTE

01 - Soutien administratif à la direction

02 - Comptabilité & subventions

03 - Ressources humaines soutien à la DRH

04- Paie & conformité gouvernementale