Finance Coordinator

Human Resources Policies and Procedures

POSITION DESCRIPTION: FINANCE COORDINATOR
 

SECTION ONE: POSITION TITLE, REPORTING AND STATUS
Position Title: Finance Coordinator
Reports to: Executive Director	Location: City of London
Job Status: Full-Time	Hours of Work: 37.5 hours per week
Effective Date: March 2026	Date Revised: March 13, 2026

 

SECTION TWO: POSITION SUMMARY

The Finance Coordinator manages the financial processes of the organization.

SECTION THREE: DUTIES AND RESPONSIBILITIES

The key responsibilities of the Finance Coordinator comprise the following:

3.1      Resource to the Executive Director

(i) inform the Executive Director of any relevant legislation, regulations and funder provisions or changes that will have implications for the finances of the organization;
(ii) inform the Executive Director of human trends that will influence the overall performance of Meals on Wheels London; 
(iii) prepare background information as required by the Executive Director in relation to the financial of the organization; and
(iv) attend meetings of the Board of Directors as requested by the Executive Director. 

3.2      Compliance with Legislation, Regulations, Contractual Obligations and Organizational Policies and Procedures

(i) ensure compliance with applicable, relevant legislation, regulations and funder contractual obligations pertaining to Meals on Wheels London;
(ii) ensure compliance with the policies and procedures of the organization; recommend changes as required;
(iii) inform the Executive Director of any areas of non-compliance with legislation, regulations, funder contractual obligations and/or the policies and procedures of the organization.

3.3      Risk Management

(i) inform the Executive Director of situations that could create potential risk and liabilities for Meals on Wheels London; and
(ii) implement the risk management plan of the organization, as required.

3.4      Operational Management

(i) participate in the development of the strategic plan in collaboration with the Executive Director;
(ii) manage the financial processes of Meals on Wheels London in accordance with applicable legislation, organizational policies and procedures and funder expectations;
(iii) ensure that organizational policies and procedures are implemented and that directly supervised staff employees have proper orientation and training to be informed of these guidelines;
(iv) ensure that the practices, policies and procedures related to the financial processes of the organization are current and have appropriate internal controls;
(v) build and maintain effective relationships with the management team, directly supervised staff and the Auditor; 
(vi) attend and actively participate in leadership team meetings chaired by the Executive Director; and 
(vii) as part of the Leadership Team, assists to design workplans and strategic initiatives of the organization

3.5      Management Priorities and Outcomes

(i) determine in collaboration with the Executive Director the priorities and outcomes for the financial components of the organization within the context of the strategic plan approved by the Board of Directors;
(ii) monitor and evaluate the results achieved against specified outcomes/indicators of success; and
(iii) identify to the Executive Director any variances in performance from established outcomes and articulate the corrective action taken.
(iv)determine in collaboration with the Executive Director facility needs, maintenance and changes for organizational purposes.

3.6      Financial Processes Management

            (i)   develop, implement, manage and evaluate financial processes and accounting functions;
(ii) prepare an annual budget, in collaboration with the Executive Director, based on sound assumptions and credible projections;
(iii) prepare the monthly Financial Reporting Package for the Board of Directors;
(iv) prepare and submit quarterly and annual financial reports to funders based on the specified guidelines;
(v) manage the Great Plains accounting software utilized by the organization and ensure accurate reporting of information;
(vi) responsible for all reporting to Ontario Health on a timely basis and in the prescribed format; 
(viii) prepare and submit the Annual Registered Charity Information Return; 
(ix) facilitate the annual audit process and work cooperatively with the Auditor; and

3.7      Accounting Functions

Oversee and complete the full-cycle accounting processes:
(i) ensure accounts payable (invoices and disbursements), accounts receivable (billing and recording client payments) and bi-weekly payroll are processed accurately and completely;
(ii) maintain and update complex Excel spreadsheets;
(iii) make deposits and monitoring bank balance/cash flow;
(iv) accounts receivable review and management;
(v) complete month end accounting reconciliations and journal entries;
(vi) conduct an account analysis and file preparation for year-end audit;
(vii) Administration of staff pension plan, benefits and WSIB remittances, including all reporting;
(viii) Management of capital assets, records, purchases, dispositions and depreciation;
(ix) HST rebate filing;

3.8      Information Management

(i) ensure appropriate protocols are followed to ensure that personal information of staff and volunteers is protected and safeguarded according to applicable privacy legislation, regulations and best practices; and
(ii) provide oversight on the overall quality and accuracy of any applicable data collection.

3.9      Communications Management

(i) maintain regular communications with the management team, directly supervised staff, applicable financial institutions and the Auditor; and
(ii) implement Crisis Communications Plan, as directed by the Executive Director.

3.10    Community Relations Management

(i) build partnerships with any applicable financial professionals and associations; and
(ii) foster an organizational culture that is rooted in integrity.

3.11    Representation of the Organization

(i) represent Meals on Wheels London in external meetings as assigned by the Executive Director. 

3.12    Professional Development

(i) participate in a performance evaluation process conducted by the Executive Director and follow up on any stated actions and/or goals; and
(ii) attend professional development opportunities recommended by the Executive Director to enhance overall management knowledge and/or performance.
 

SECTION FOUR: AUTHORITY

The Executive Director delegates authority to the Finance Coordinator to:
(i) provide leadership and manage their responsibilities within the established and applicable organizational policies, strategic priorities and performance outcomes; 
(ii) manage the Finance processes in an effective and efficient manner; and
(iii) implement the policies and procedures of the organization.

 

SECTION FIVE: ACCOUNTABILITY

The Finance Coordinator is accountable to the Executive Director to:
(i) exercise leadership within a changing context;
(ii) ensure that any applicable legislation, regulations and organizational policies and procedures are not violated;
(iii) ensure that financial responsibilities are delivered within the approved budget;
(iv) ensure that directly supervised staff have the proper support, supervision, orientation and training to carry out their responsibilities;
(v) ensure a safe, healthy and productive work environment;
(vi) maintain a harmonious working relationship with staff and volunteers of Meals on Wheels London;
(vii) provide reliable and timely information to support the management decision-making processes of the organization;
(viii) develop and maintain a positive working relationship with any applicable external professionals (i.e. Auditor);
(ix) ensure that the organization is perceived by the community in a positive manner; and
(x) minimize any risks and legal liabilities to the organization.
(xi) assist with facilities management as needed
 

SECTION SIX: QUALIFICATIONS

The minimum qualifications for the Finance Coordinator position are as follows:

6.1      Education, Professional Designation and Certification Requirements

(i) University Degree or college diploma in a finance related field; and
(ii) CPA certification or equivalent

6.2      Experience, Knowledge and Skill Requirements

(i) Minimum three (3) years of management, supervisory or project coordination experience;
(ii) Minimum three (3) years of financial and accounting experience;
(iii)experience in working with a non-profit organization;
(iv) knowledge of applicable legislation and regulations, to carry out job responsibilities;
(v) knowledge and skill to provide professional expertise and 
guidance to directly supervised staff;
(vi) excellent written and verbal communication skills;
(vii) effective and well-developed interpersonal skills;
(viii) requisite computer literacy (Microsoft Office) level to manage the requirements of the position;
(ix) Experience with Alayacare, ADP, and Microsoft Dynamics Great Plains is an asset; 
(ix) confident and consistent decision-making skills;
(x) resourcefulness and flexibility to meet the needs and the demands of the position;
(xi) ability to work independently and as a team member to achieve outcomes and meet deadlines; and
(xii) ability to balance demands and priorities and to manage effectively.

6.3      Competencies and Judgment

Demonstrated competence and good judgment to:
(i) manage in an ever-changing political landscape and evolving public policy environment;
(ii) use professional judgment;
(iii) handle emergencies, crises and hostile behavior;
(iv) maintain control in difficult and frustrating situations;
(v) accommodate competing demands;
(vi) communicate orally and in writing to colleagues, funders and professionals;
(vii) make effective group presentations; and
(viii) maintain confidentiality.

6.4      Effort (Physical and Mental)

(i) ability to work in a fast-paced environment; and
(ii) ability to manage stress related to achievement of organizational performance goals and deadlines.

6.5      Diversity, Equity and Inclusion

1. Candidates who have experience working with a diverse range of people, and who can contribute to the climate of inclusivity at Meals on Wheels London are encouraged to identify their experiences and potential contributions in their cover letter. 
2. Meals on Wheels London invites applications from all qualified individuals. Meals on Wheels London is committed to employment equity and diversity in the workplace and welcomes application from women, members of racialized groups/visible minorities, Indigenous person, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression. Accommodation is available for applicants with disabilities throughout the recruitment process

 

SECTION SEVEN:  MAJOR CONTACTS

The Finance Coordinator will maintain regular contact with the following:
(i) Executive Director and the Leadership Team;
(ii) directly supervised staff; 
(iii) applicable government organizations; and
(iv) Auditor.
 

SECTION EIGHT:  WORKING CONDITIONS

The working conditions for the Finance Coordinator are as follows:
(i) work is performed in office setting;
(ii) work hours may vary; and
(iii) work involves regular driving assignments.
 

SECTION NINE: EMPLOYMENT CONDITIONS

Specific employment conditions of the Finance Coordinator include the following:
(i) valid Ontario Driver’s Licence, insurance and reliable transportation; and
(ii) satisfactory Police Reference Check for the Vulnerable Sector.