Portfolio Management Association of Canada - Finance Coordinator/Bookkeeper

The Portfolio Management Association of Canada (PMAC) represents more than 300 investment management firms that manage assets on behalf of private clients, family offices, pension plans, foundations and other institutional clients. Founded in 1952, the Association provides a forum for sharing best practices, specialized knowledge, professional networks, and thoughtful advocacy. For more information about PMAC and our mandate, please visit pmac.org.

Position Overview

The Finance Coordinator/Bookkeeper is responsible for PMAC’s day-to-day bookkeeping and financial administration. The role ensures transactions are processed, recorded, reconciled, and reported accurately and on time, and supports government remittances, budgeting, year-end activities, and financial reporting. This role works closely with the PMAC Events team on event pricing and financial analysis and occasionally supports member events. The Bookkeeper works closely with PMAC’s external controller on month-end, year-end and audit activities.

Key Responsibilities

Accounts Payable and Purchasing:

• Prepare, process and record vendor invoices, staff expense reimbursements, credit card transactions, electronic fund transfers and other disbursements.
• Monitor accounts payable and ensure approved invoices and outstanding balances are processed accurately and on time.
• Maintain complete supporting documentation and appropriate approvals for payments and purchases.
• Respond to vendor and staff inquiries related to invoices, expenses, and payment status.

Accounts Receivable and Billing:

• Prepare and issue invoices for membership dues, event registrations, sponsorships, and other organizational revenue.
• Record incoming payments, apply receipts to the appropriate customer accounts and invoices, and prepare bank deposits.
• Monitor accounts receivable, prepare aging reports and coordinate collection follow-up with the appropriate PMAC staff member.
• Process credits and refunds in accordance with PMAC procedures and approved authorities.

Events Finance Administration:

• Support the Events team with event and sponsorship pricing and assist with financial analysis and planning.
• Track and execute venue and vendor payments in accordance with established payment schedules.
• Prepare event sponsorship invoices and follow up with stakeholders to support timely payments.
• Assist the Events team with on-site event registration.
• Coordinate registration payment processes with the Events team.

Payroll and Benefits Administration

• Coordinate with PMAC’s external payroll consultant and prepare related payroll journal entries.
• Prepare and remit Employer Health Tax, HST, tax instalments and other required government filings by established deadlines.

Accounting, Reconciliations and Reporting:

• Maintain PMAC’s accounting records and financial systems, ensuring information is complete, accurate and current.
• Prepare monthly bank, credit card, investment and other account reconciliations and investigate discrepancies.
• Monitor cash and investment balances to ensure adequate liquidity for short-term liabilities.
• Support annual budgeting, forecasting and variance reporting by compiling accurate financial information and schedules.
• Prepare year-end working papers, reconciliations and supporting documentation for external accountants and auditors.
• Maintain the financial calendar and monitor reporting deadlines, government filing dates and other recurring obligations.

Financial Administration and Internal Controls:

• Maintain organized electronic records for accounting, banking, tax, vendor, contract and asset documentation.
• Review financial documentation for accuracy, completeness, authorization and compliance with PMAC policies and procedures.
• Coordinate with banks, government agencies, external accountants and other service providers as required.
• Help document and improve bookkeeping procedures, workflows and internal controls.
• Contribute to a professional, respectful, collaborative and service-oriented workplace.

Qualifications and Experience

• Post-secondary diploma or degree in accounting, bookkeeping, finance, business administration or an equivalent combination of education and experience.
• At least five years of progressive bookkeeping or accounting experience, ideally within a not-for-profit, association or professional services environment.
• Demonstrated experience with accounts payable, accounts receivable, payroll, benefits administration, government remittances, account reconciliations and year-end support.
• Working knowledge of HST and other government remittance obligations.
• Proficiency with QuickBooks Online and Microsoft Excel, with the ability to learn and use PMAC’s financial, administrative, and event registration platforms.
• Strong attention to detail, organizational skills and ability to manage recurring deadlines and competing priorities.
• Clear and professional written and verbal communication skills, with a service-oriented approach to working with staff, members, vendors and external partners.
• Demonstrated discretion, integrity and sound judgment when handling confidential financial and employee information.
• Ability to work independently, identify issues, investigate discrepancies and escalate matters appropriately.
• Experience supporting budgeting, audit preparation or management reporting is an asset.

What PMAC Offers

• Meaningful work supporting a national association and Canada’s investment management industry.
• A collaborative, professional, and member-focused team environment.
• A hybrid work environment with three days per week in the office.
• Competitive compensation and a comprehensive total rewards package.
• An opportunity to strengthen financial processes and contribute to the effective operation of a high-impact organization.

How to Apply

Please submit your resume and a brief cover letter outlining your relevant experience. PMAC welcomes applications from qualified candidates and is committed to an inclusive and accessible recruitment process. Accommodation is available upon request throughout the selection process.