Finance, IT & Administration Officer

Club Management Association of Canada

703 Evans Avenue, Etobicoke, ON

Full-time, hybrid, 2-3 days/week in office

The Finance, IT & Administration Officer is responsible for overseeing financial and database management and operational processes to support the Association’s activities. This role ensures financial accuracy, compliance, and the efficient operation of day-to-day business functions. This individual will serve as the key liaison between the Association and our bookkeeping and CRM providers.

This role is tactical and ideally suited for someone who can wear different hats.

Key Responsibilities

Financial Administration

Process cheque deposits and payments
Enter data, issue invoices and track payments for event-related items
Track and follow up with outstanding receivables
Prepare monthly reconciliations between data in ADNA (CRM database) and CMAC’s accounting system
Prepare and reconcile monthly Visa statements
Update ADNA with member invoices and ensure it matches CMAC financial reports
Monitor invoicing of corporate partner contracts
Ensure compliance with financial regulations and audit requirements in conjunction with CMAC’s bookkeeper
Develop and monitor internal controls and financial procedures
Other duties as required

Membership Administration

Process new member applications, including setting up member profiles in the database and ensuring all information is complete for reports and statistical purposes
Coordinate the annual membership renewal process in conjunction with the Manager, Membership & Marketing

Office/IT Operations

Supervise office operations, including IT, facilities, and administration
Administer vendor and service provider contracts and relationships, e.g. telephony, CRM
Maintain procedural manuals, under the direction of the CEO
Prepare mailings and courier packages as required
Ensure files are stored in accordance with office procedures
Assist with the care and maintenance of office equipment, supplies and the general office environment, including the common areas
Provide light administrative support and other duties as required

Human Resources/Board Support

Assist the CEO with human resources requirements including onboarding and offboarding staff; overseeing health and safety including staff training and office compliance; maintain the office procedure manual
Track committee member tenure, sharing terms of reference and role descriptions when members join, and sending acknowledgments and thanks when their term concludes
Create position postings broadcast and ensure they are published to the website in a timely manner
Working with the Manager, Membership & Marketing to ensure the CMAC website is current by updating content on a regular basis
Work with the CEO to ensure Branch compliance and filing of Board paperwork
Work with the CEO to plan logistics for national leadership meetings

Requirements

Post-secondary education in Accounting, Finance, Business Administration, or a related field
2-5 years in finance and operations roles, ideally within an association or non-profit
Strong knowledge of financial regulations and compliance
High proficiency in Excel/Google Sheets; experience with financial platforms is an asset
Experience with financial management software and CRM systems
Familiarity with HR policies and systems would be considered an asset
Strong organizational and problem-solving skills
Strong financial analysis skills and experience managing budgets and reconciliations
Excellent communication, time management, and attention to detail
A collaborative attitude and ability to work independently in a fast-paced environment

To be considered for this opportunity, please send your resume with cover letter and salary expectations to: recruitment@hrcovered.com referencing Finance, IT & Administration Officer in the subject line. We will be contacting and interviewing candidates as resumes are received. This role is a newly created position and is available immediately.

Inclusion & Diversity at CMAC

CMAC is an equal opportunity employer committed to building and sustaining an inclusive and equitable working environment. We encourage and welcome applications from all intersectional walks of life.

We believe that the collective strength of our diverse experiences, perspectives, and talents enriches our organization and reflects the dynamic industry we serve. Our hiring practices are grounded in fairness, respect, and the recognition of individual merit.

Accessibility at CMAC

CMAC is committed to providing an inclusive recruitment process and workplace. If you require accommodation at any stage of the hiring process, including application, interviews, assessments, or onboarding, please contact us at recruitment@hrcovered.com. We will work with you to meet your needs in a way that respects your dignity and independence.