Bookkeeping and financial administration

• Maintain accurate, up-to-date financial records in QuickBooks
• Manage customer invoicing, track payments, and follow up on outstanding accounts
• Manage accounts payable and receivable, including vendor payments and expense records
• Handle day-to-day banking, payments, transfers, and account reconciliations
• Maintain organized financial documentation and support month-end activities

Payroll

• Process payroll accurately and on schedule
• Coordinate payroll-related remittances and reporting
• Maintain payroll records and handle confidential information with care

Financial reporting and accountant coordination

• Prepare regular financial reports and support cash-flow planning and budgeting
• Serve as the primary point of contact for our external accountants
• Coordinate records and supporting information for year-end reporting and tax filings
• Help compile financial records and supporting documentation for Scientific Research and Experimental Development (SR&ED) claims, working with our accountants or advisors

Internal coordination and process improvement

• Work closely with leadership and team members to keep financial information current and accessible
• Track financial deadlines and coordinate the information needed to meet them
• Improve bookkeeping and administrative processes where needed
• Communicate financial questions, outstanding items, and upcoming obligations clearly and promptly

We’re looking for someone who

• Has relevant experience in bookkeeping, financial management, or a hands-on controller role
• Has strong working knowledge of QuickBooks
• Has experience processing Canadian payroll and managing related reporting and remittances
• Is confident managing invoicing, banking, reconciliations, and month-end activities
• Has experience working with external accountants
• Is organized, detail-oriented, and reliable about meeting deadlines
• Uses sound judgment and discretion when handling confidential financial and employee information
• Can work independently while communicating clearly with a small team
• Is comfortable balancing routine financial tasks with reporting and planning responsibilities

Helpful experience

Experience in any of the following areas would be an asset:

• Supporting SR&ED claims and preparing related financial documentation
• Working with a software or technology company
• Supporting a business that combines software and consulting services
• Improving financial workflows and bookkeeping processes
• A relevant accounting designation or bookkeeping certification

You do not need to be an expert in all of these areas. We are looking for someone who is capable, dependable, and comfortable taking a hands-on role in a small team.

Working arrangement

We anticipate this being approximately a 50% part-time position. The schedule and distribution of hours can be discussed, with regular availability needed to meet payroll, invoicing, and reporting deadlines.

Compensation is $37,500–$50,000 annually for a 50% position, depending on experience. This is equivalent to a full-time salary of $75,000–$100,000.

Location

This position is hybrid, applicants should be based in the Victoria, BC area

What we offer

• A flexible hybrid work environment
• A part-time schedule, with the distribution of hours agreed around key financial deadlines
• Opportunity to work with a small, mission-driven team on projects that support land, water, culture, and knowledge stewardship

• Build strong, ongoing relationships with software clients
• Respond to client questions, troubleshooting calls, and support requests
• Help clients use Trailmark effectively for their programs and projects
• Track client needs, feedback, and common issues
• Coordinate with the software team to communicate bugs, feature requests, and workflow needs

• Lead software training sessions for new and existing clients
• Create or update training materials, guides, and support resources
• Help clients set up workflows, projects, forms, permissions, and data structures
• Support users with practical, field-based troubleshooting

• Lead or support software demos and discovery calls
• Follow up with prospective clients and partnership leads
• Identify opportunities for new projects, renewals, training, consulting, or expanded software use
• Represent Trailmark in meetings, webinars, conferences, and partner conversations
• Help shape proposals, scopes of work, and client communications

• Work closely with leadership, developers, consultants, and project teams
• Bring client insights back into product planning and service design
• Help improve the client journey from first conversation to long-term success

• Is excellent with people and comfortable building long-term professional relationships
• Can explain software clearly to users with different levels of technical experience
• Is calm and resourceful when troubleshooting problems
• Enjoys teaching, training, and helping people feel confident with new tools
• Can listen carefully, ask good questions, and understand the bigger picture behind a client’s request
• Is organized, responsive, and able to manage multiple client relationships at once
• Is comfortable supporting business development, outreach, and partnership-building
• Has strong written and verbal communication skills

• Client success, account management, software support, or implementation
• GIS, mapping, field data collection, surveys, databases, or digital archives
• Indigenous governance, lands departments, stewardship programs, consultation, referrals, or environmental work
• Training, facilitation, adult education, or workshop delivery
• Business development, partnerships, proposal writing, or sales
• Working with sensitive cultural, environmental, or community-held information

Benefits include:

• Health spending account
• Flexible remote or hybrid work environment
• Vacation starting at two weeks per year
• Opportunity to work with a small, mission-driven team on projects that support land, water, culture, and knowledge stewardship