Moniker

Role Description The Trip Planning Coordinator role will be a part of the Travel Operations Team, supporting the management of day-to-day business and client programs. The ideal candidate will play a vital role in helping us build and service our roster of clients in planning and executing Corporate Incentive Trips, Retreats, & Meetings around the globe. - Taking accountability for program logistics, including: - Registration - Flight Manifests - Ground Transportation - On-Site Gifting Procurement - Banquet Event Orders - Attendee Surveys - And more - Supporting supplier relationships and planning trips alongside our senior Operations Team members - Providing above and beyond customer service in day-to-day operations both internally and with external stakeholders - Assisting in building and managing trips in the database as they change/progress during the planning process - Researching and proposing ideas and elements as part of the itinerary building process - Making and confirming reservations and supplier bookings under the direction of the Operations Team - Preparing traveller booking confirmations and final packages for each program - Other administrative duties as assigned by the Operations Team leaders Qualifications - Has administrative experience in an office environment and is good at managing multiple projects and keeping on top of numerous deadlines and tasks - Proficient with all Google Workspace tools; existing knowledge of registration software and Slack is an asset - Proactive thinker and communicator with strong verbal and written communication skills in English (and ideally a second language) - Has a highly developed right-brain for researching and creative problem solving - Has a highly developed left-brain for managing gobs of detail and organizational logistics - Works well with complex logistics and is excited by the challenge of planning and operating exceptional trips for our clients - Interested in working in a small-business "start-up" environment, learning along the way, and growing with the role - A self-starter that is highly organized and manages their time well with the ability to meet deadlines and manage expectations - Works well both as a team player and an individual; confident in their abilities to stay focused and on track while working in a remote setting, without direct daily supervision Requirements - You’ve got experience working in a fast-growing agency - You have superior attention to detail - You’re an amazing teammate - You’re driven and proactive - You own your tasks - You’re great at multi-tasking - You’re tech-savvy - You’re a self-starter and can work independently - You’re creative and resourceful Benefits - 4-Weeks Starting Vacation 🌴 - Company Paid (100%) Health & Dental Benefits 🏥 - $2,500 Annual Professional Development Stipend 📚 - 100% Remote Work (Forever!) 🏠 - $2,000 Annual ‘Work from Wherever’ Stipend 💻 - 4-Day Work Week During the Summer (Friday’s Off!) ☀️ - $500 Annual “Health & Wellness” Credit 🏋️‍♀️ - Travel Opportunities 🗺️ - Aeroplan Points for Personal Travel ✈️ - Monthly Social Events, Flexible Hours - Twice Annual Retreats (In recent years, we’ve taken the team to Tuscany 🇮🇹, Cartagena 🇨🇴, Prince Edward Island 🇨🇦, Nicaragua 🇳🇮, Maryland 🇺🇸 and Tulum 🇲🇽) - And more! 🎉

Role Description The Head of Finance is responsible for owning the day-to-day financial rhythm of the business across cash management, banking, accounts receivable, accounts payable, program finance support, month-end review, and finance systems maintenance. This role ensures that financial operations are running accurately, on time, and with strong visibility across both company operations and client program activity. They will also oversee and direct a dedicated team within our cloud accounting firm that manages payroll, weekly bookkeeping, taxes and compliance, among other functions. The right person for this role is equal parts operator, analyst, and air-traffic controller; maintaining clean processes, planning and protecting cashflow, and ensuring the business has reliable, “clean”, and up-to-date financial information for key decision-making. They are comfortable managing dozens of tabs and sources, and staying on top of the numbers across several functions of the company to ensure Moniker is financially stable and in a position to execute on our long-term strategy and growth objectives. Key Responsibilities - Cash Management & Banking - Monitor daily cash balances across bank, credit card, and payment platforms. - Maintain target minimum balances across operating and program accounts to fulfill business obligations. - Ensure sufficient funds are available for upcoming payments, payroll, travel, vendor obligations, and program needs. - Coordinate transfers between operating, program, and investment accounts as needed. - Ensure excess cash is moved or invested appropriately in line with internal strategy. - Review banking and card activity for accuracy, validity, and potential fraud. - Oversee Wise, PayPal, credit card, TD, OFX, and wealth account activity and reconciliations. - Accounts Receivable - Set up and manage client invoicing in Xero based on signed contracts and deposit schedules. - Ensure invoices are issued on time and directed to the correct client contacts following appropriate protocols. - Monitor outstanding receivables and follow up internally on overdue deposits or balances to ensure timely collection. - Prepare final invoices post-program to properly allocate revenue and applicable sales taxes. - Support deferred revenue tracking and related journal entries tied to revenue recognition. - Accounts Payable & Payment Operations - Process payment requests accurately and daily. - Determine the best payment method based on timing, value, banking details, currency, and transaction fees. - Coordinate vendor payments through Wise, OFX, wire transfer, credit card, or PayPal as appropriate. - Ensure payment confirmations and receipts are distributed promptly and attached in Xero. - Maintain a clean AP ledger and prevent duplication or misclassification of expenses. - Follow internal approval thresholds and escalation protocols for large-value payments. - Program Finance & Budget Oversight - Support finance workflows from proposal stage through post-program reconciliation. - Update forecasting, revenue, and cash flow tracking for newly signed programs. - Set up and maintain program invoicing, budget files, cash flow tabs, and tracking sheets. - Conduct budget audits at handoff, monthly, and at key program milestones. - Review formulas, FX rates, attendee counts, tax treatment, placeholder items, and reconciliations for accuracy. - Ensure expense trackers align with Xero and reflect current program realities. - Complete post-program budget reconciliations within required timelines and support final client reconciliations. - Financial Reporting & Month-End Support - Maintain the master finance sheet and key reporting tabs for cash flow, program revenue, add-on income, ROI, and balances. - Support bookkeeping closely by reviewing account activity, reconciliation reports, and outstanding items. - Perform account balance confirmations between Xero and bank/payment platforms. - Review profit and loss statements, balance sheets, deferred revenue, prepaids, accruals, and other key balance sheet accounts. - Flag anomalies, inconsistencies, or aged items for correction and follow-up. - Help maintain accurate monthly financial visibility for leadership reporting and planning. - Systems, Controls & Process Ownership - Maintain finance workflows and supporting systems including Xero, Dext, banking platforms, Wise, OFX, and internal trackers. - Upload or correct missing transactions and ensure feeds and balances are complete and current. - Help maintain finance documentation, forms, templates, and procedural consistency. - Strengthen internal controls, approval workflows, and process discipline across finance operations. - Support business continuity by maintaining organized records, access protocols, and key finance knowledge. - Payroll, Employee Expenses & Finance Administration - Coordinate approved payroll changes and employee expense submissions with external bookkeeping/payroll partners. - Review employee expenses weekly for accuracy and policy compliance. - Support administration of finance-related benefits, reimbursements, and selected people operations finance processes. - Maintain certain administrative finance tools and records, including documentation, passwords/access, and employee off-boarding items tied to finance. Qualifications - 5-10+ years of experience in finance operations, accounting, bookkeeping, or a similar hands-on finance role. - Strong working knowledge of accounts receivable, accounts payable, reconciliations, cash flow, and month-end processes. - Experience working in cloud accounting platforms such as Xero or similar systems. - Comfortable managing multi-entity, multi-account, or multi-currency environments. - Strong Excel or Google Sheets skills, including linked schedules, audit checks, and financial trackers. - Exceptionally high attention to detail with strong follow-through and ownership. - Able to prioritize daily operational needs while keeping an eye on the bigger financial picture and long term plan. - Strong judgment, discretion, and comfort handling confidential financial information. Preferred Qualifications - Experience in a project-based events, hospitality, travel, agency, or services business. - Experience managing a small team, or overseeing direct reports and providing direction to our cloud-accounting team that manages our payroll, weekly bookkeeping, and tax compliance. - Experience with multi-currency payments, FX tracking, or international vendor payments. - Familiarity with Dext, Wise, OFX, expense management tools, and external bookkeeping coordination. - Understanding of revenue recognition, deferred revenue, prepaids, and program/job costing. - Experience supporting leadership with dashboards, cash planning, and operating reports. Core Competencies - Financial operations excellence - Cash flow awareness - Process discipline - Analytical thinking - Systems fluency - Clear communication - Ownership and accountability - Calm under pressure - Detail orientation without losing the plot Success in This Role Looks Like - Cash balances are accurate, visible, and proactively managed on an ongoing basis. - Program budgets, trackers, and reconciliations are kept current and reliable. - Vendor and client transactions happen on time without avoidable fire drills. - Xero and supporting schedules stay clean and well maintained. - Month-end reviews are organized, accurate, and completed on schedule. - Leadership has confidence in the numbers and the finance engine behind them to make key decisions based on the data. Benefits - 4-Weeks Starting Vacation 🌴 - Company Paid (100%) Health & Dental Benefits 🏥 - $2,500 Annual Professional Development Stipend 📚 - 100% Remote Work (Forever!) 🏠 - $2,000 Annual ‘Work from Wherever’ Stipend 💻 - 4-Day Work Week During the Summer (Friday’s Off!) ☀️ - $500 Annual “Health & Wellness” Credit 🏋️‍♀️ - Travel Opportunities 🗺️ - Aeroplan Points for Personal Travel ✈️ - Monthly Social Events, Flexible Hours - Twice Annual Retreats (In recent years, we’ve taken the team to Tuscany 🇮🇹, Cartagena 🇨🇴, Prince Edward Island 🇨🇦, Nicaragua 🇳🇮, Maryland 🇺🇸 and Tulum 🇲🇽) - And more! 🎉 Application Process Please complete the application by clicking "Apply Now". Within the application you will be asked to answer the below 5 mandatory questions: - You’re managing multiple cash accounts (operating, program, credit cards) and notice that upcoming obligations exceed available cash by CAD$150K over the next 30 days. What steps do you take, and in what order, to manage this situation? - In a month-end review of the bookkeeping done by our accounting partner, you notice discrepancies between Xero balances and actual bank/payment platform balances. What is your process for identifying and resolving these discrepancies? - At any given moment, Moniker is managing large cash balances for both clients and our own internal funds. What would be your approach to investing these funds, taking into account balancing risk, liquidity, meeting the day-to-day needs of the business, and maximizing potential returns? - What is your level of experience or exposure to managing Foreign Currency, Forward Contracts, and mitigating the impact of FX on a business operating in multiple currencies? - How might you use AI tools like Claude or ChatGPT to support your function and allow you to be more effective in your role? Do you have any examples of tools you've built that you can share? Moniker is committed to building a diverse, equitable, and inclusive workplace. We welcome applicants from all backgrounds and do not discriminate based on race, gender, sexual orientation, disability, or any other protected status.