Finance, Bookkeeping & Grants CoordinatorAbout the Role
AXIBO is looking for a highly organized, detail-oriented Finance, Bookkeeping & Grants Coordinator to support our internal bookkeeping, financial records, grant reporting, payroll, ordering, and project documentation workflows.
This is intended to be a full-time ownership role. The right person will manage recurring bookkeeping, grants, payroll, ordering, vendor follow-up, and documentation workflows rather than only helping with occasional admin tasks.
This role is ideal for someone who is reliable, structured, proactive, and comfortable managing many moving pieces across financial records, government funding programs, accounting, payroll, vendor orders, receipts, and internal project tracking.
The person in this role will help keep AXIBO organized, ensure documents are ready for tax reporting, government funding claims, accountant review, and internal reporting, support research and development documentation preparation, manage spending records, maintain bookkeeping records, and keep project-related expenses properly tracked.
Key ResponsibilitiesBookkeeping and Financial Records
- Maintain organized bookkeeping records for company expenses, payroll, vendor payments, reimbursements, receipts, invoices, subscriptions, and recurring costs.
- Categorize transactions by project, vendor, employee, expense type, funding eligibility, and accounting category.
- Reconcile receipts, invoices, credit card transactions, bank transactions, vendor statements, and payment records where required.
- Track missing receipts, unmatched transactions, unclear expenses, and items requiring management or accountant review.
- Prepare monthly bookkeeping summaries for management and the accountant.
- Maintain clean financial records in accounting software, spreadsheets, and shared folders.
- Ensure project costs are properly documented and assigned to the correct project bucket.
- Work with the accountant to provide supporting documents and clarify transaction details.
- Keep financial records ready for tax filing, research and development claims, government funding claims, audits, and internal reporting.
Grants, Funding, and Government Programs
- Track and manage student grant and wage subsidy applications.
- Research and organize Canadian export funding opportunities.
- Research regional loan and grant programs.
- Track and organize applicable government funding programs.
- Maintain a funding calendar with deadlines, required documents, reporting dates, claim windows, and follow-up dates.
- Prepare and organize mid-project funding reports.
- Prepare spending reports required to claim funding.
- Track eligible expenses by funding program, project, reporting period, and claim requirement.
- Follow up with funding contacts, program officers, and partner organizations when required.
- Maintain organized folders for each funding program, claim period, and reporting requirement.
Finance and Spending Reports
- Prepare regular company spending reports.
- Categorize expenses into clear project buckets.
- Track spending by project, vendor, employee, category, and funding eligibility.
- Maintain monthly summaries of expenses, receipts, payroll, subscriptions, equipment, travel, meals, software, and project costs.
- Support preparation for tax filing.
- Organize documents for research and development claims.
- Coordinate research and development claim preparation by organizing documents, payroll records, project cost summaries, technical work summaries, and supporting evidence.
- Maintain clean records for accountants, funding reviewers, program officers, and internal management.
Payroll and Payroll Systems
- Manage bi-monthly payroll runs.
- Upgrade, clean up, or improve the payroll system setup if needed.
- Confirm employee hours, salaries, reimbursements, deductions, and payroll changes before each run.
- Keep payroll records organized for taxes, funding claims, research and development claims, and reporting.
- Track student payroll separately where required for funding claims.
- Maintain payroll summaries by employee, project, and reporting period where needed.
Ordering, Receipts, and Vendor Follow-Up
- Manage ordering requests from the team.
- Track what needs to be ordered, who requested it, which project it belongs to, approval status, order status, and delivery status.
- Attach receipts and invoices to the correct project bucket.
- Follow up on delayed, missing, damaged, or incorrect orders.
- Keep a clean order history for suppliers, machine shops, online vendors, electronics suppliers, and other vendors.
- Maintain vendor records, payment records, invoices, receipts, and related correspondence.
- Help ensure all purchases are properly documented before month-end reporting.
Project Buckets and Documentation
- Create and maintain project buckets for expenses, funding programs, payroll, ordering, bookkeeping, and documentation.
- Make sure every receipt, invoice, order, payroll cost, reimbursement, and vendor payment is assigned to the correct project.
- Keep project documentation organized for audits, funding claims, research and development claims, tax filing, and internal reporting.
- Maintain folders for each active funding program, project, vendor, and reporting period.
- Help management keep a clear view of spending by project and funding source.
Tax, Research and Development Claims, and Accounting Support
- Prepare financial documents for tax filing.
- Collect and organize receipts, invoices, payroll records, bank statements, credit card statements, funding documents, vendor records, and accounting support documents.
- Support research and development documentation by organizing project costs, technical work summaries, payroll records, and supporting evidence.
- Work with the accountant to provide missing documents and answer follow-up questions.
- Make sure expenses are categorized correctly before tax and claim submissions.
- Help reduce last-minute accounting cleanup by keeping records organized throughout the year.
Weekly Admin Responsibilities
- Update bookkeeping records.
- Update spending reports.
- Update funding trackers.
- Review pending orders and receipts.
- Check for missing invoices or receipts.
- Prepare payroll items for the next bi-monthly run.
- Follow up on open government funding applications.
- Keep project buckets clean and updated.
- Send a short weekly admin summary to management outlining completed items, open items, upcoming deadlines, missing documents, and follow-ups needed.
Ideal Candidate
The ideal candidate is organized, proactive, and detail-oriented. They should be comfortable working with bookkeeping records, spreadsheets, folders, receipts, payroll records, financial documentation, and government program requirements.
They should be able to follow up with team members, vendors, accountants, and funding contacts without needing constant reminders. This person should enjoy creating structure, cleaning up messy records, and keeping recurring finance and admin workflows moving.
Required Skills
- Strong bookkeeping and financial record organization skills.
- Strong attention to detail.
- Comfortable working with spreadsheets and financial records.
- Ability to categorize expenses and maintain project-based records.
- Ability to reconcile receipts, invoices, bank transactions, credit card transactions, and vendor records.
- Ability to manage recurring deadlines.
- Ability to follow up professionally with vendors, accountants, team members, and government program contacts.
- Good written communication skills.
- Comfortable handling confidential financial and payroll information responsibly.
- Ability to work independently and keep systems updated consistently.
Nice to Have
- Experience with bookkeeping for a small business, startup, engineering company, manufacturing company, or technology company.
- Experience with payroll systems.
- Experience with accounting software.
- Experience with government grants, wage subsidies, export funding, research and development claims, or other funding programs.
- Experience organizing receipts, invoices, and financial documents for accountants.
- Experience with project-based cost tracking.
- Experience with vendor portals, online ordering systems, electronics suppliers, and machine shops.
Tools You May Work With
- Accounting software
- Payroll systems
- Cloud folders and shared drives
- Spreadsheets
- Email
- Government funding portals
- Vendor portals
- Bank and credit card records
- Receipt and invoice tracking systems
- Online ordering platforms
- Supplier and vendor systems
What Success Looks Like
- Bookkeeping records are clean, current, and easy for the accountant to review.
- Receipts, invoices, payroll records, and transactions are matched and categorized properly.
- Monthly spending and bookkeeping summaries are completed on time.
- All receipts, invoices, payroll records, and expenses are organized and easy to find.
- Project buckets are clean and up to date.
- Funding deadlines and reporting dates are tracked clearly.
- Payroll runs are prepared accurately and on time.
- Spending reports are updated regularly.
- Tax, research and development, and funding documents are organized before deadlines.
- Management receives a clear weekly summary of open items, completed tasks, upcoming deadlines, and missing documents.
Position Details
Role: Finance, Bookkeeping & Grants Coordinator
Type: Full-time preferred
Schedule: Monday to Friday
Location: On-site / hybrid
Company: AXIBO
Start Date: As soon as possible
We may consider part-time for an exceptional candidate, but the ideal fit is full-time due to the ongoing nature of bookkeeping, payroll, funding programs, ordering, financial documentation, tax preparation, and reporting.
Pay: $45,000.00-$55,000.00 per year
Work Location: Hybrid remote in Cambridge, ON
