Head OF Accounting, Finance & 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.

• 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))

• 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

• 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 administrat