About Us:
Nicoya’s mission is to improve human life by helping scientists succeed. We are a fast-paced, rapidly growing company with a worldwide presence based in Kitchener, Ontario. We have a team of world-class engineers, scientists, and designers building innovative products to help researchers make their next big discovery. Together, we offer a wide range of cutting edge scientific instruments for the biotechnology research and drug discovery industry. Our latest product, FastHDX is an automated laboratory instrument that acts like a high-speed, ultra-precise camera for drug discovery, filming how proteins change shape in milliseconds as they respond to different stimuli. It helps scientists watch, in real-time, where and how potential medicines bind to disease-causing proteins, allowing them to develop novel therapies and treatments targeting diseases like Alzheimer's and Parkinson's disease.
About You:
You are a highly organized, results-oriented professional with strong problem-solving abilities. Self-motivated and capable of working independently, you also know when to seek guidance to ensure accuracy and alignment. You take ownership of everything you do from start to finish, demonstrating proactivity in completing deliverables and communicating status updates to leadership. You are passionate about continuous improvement, always looking for ways to enhance quality, efficiency, and the effectiveness of accounting processes. You thrive in a small-team environment, value collaboration, and are excited to build your career within a fast-growing technology company.
Specifically your responsibilities will include:
- Co-ordinate and manage the accounting, payroll, and administration for company and company subsidiaries as assigned
- Oversee daily banking activities and financial processes, ensuring all transactions are accurately recorded and reconciled in a timely manner.
- Prepare journal entries and ensure all bank transactions are properly accounted for
- Manage the processing and posting of transactions, including invoices, receipts (checks, wires, EFTs, credit cards), journals and related reports.
- Oversee credit card usage, transaction verification, reporting, and timely payment of statements; provide oversight for subsidiary credit card processes.
- Record bank transactions and bank reconciliations
- Prepare monthly reconciliations for all balance sheet accounts with the Finance team
- Manage the financial controls & reporting of the order cycle, including customer purchase orders and commercial agreements.
- Sales administration including: vendor and other registrations, coordination with customer and sales team, etc.
- Maintaining the accounts receivable ledger including customer follow-ups
- Maintaining the link between the inventory management system and the accounting system from order to COGS
- Posting all month-end adjustments including but not limited to: prepaids, capital assets and amortization, accruals, interest adjustments, etc.
- Manage other financial responsibilities, including corporate financial and payroll reporting and other recurring compliance filings, month-end closing process and business plan.
- Ensure that a complete and accurate set of accounting records is maintained according to Generally Accepted Accounting Principles and following corporate procedures.
- Review and approve employee expense reimbursement reports and enter into the payroll system for payment processing
- Monitor the company’s cash activity and provide oversight of subsidiary cash activity to support effective cash flow management.
- Identify and resolve discrepancies promptly, ensuring compliance with internal controls and regulatory standards across all entities.
- Assist with the preparation of funding applications and claims for government programs
- Manage company email inbox
- Other miscellaneous administrative tasks
Where you Shine!
- Adaptability and Flexibility: You can pivot quickly and confidently in response to shifting priorities, unexpected changes, and evolving daily routines.
- Communication: You are skilled at translating complex financial information into clear, simple, and actionable insights. Strong active listening enables you to fully understand the needs of colleagues, stakeholders, and clients.
- Time Management and Organization: With multiple simultaneous projects, tight deadlines (such as tax season and monthly reporting), and a high volume of tasks, you rely on exceptional organizational skills and disciplined time management to deliver consistent, high-quality results.
- Problem-Solving and Critical Thinking: In a small, fast-paced environment, you are resourceful and innovative—able to identify issues, analyze data objectively, and propose practical, timely solutions that support both team and business needs.
- Customer-Centric Mindset: As an accounting manager, you may regularly engage with internal and external clients. You prioritize excellent service, build trust, and maintain strong, long-lasting relationships that contribute to retention and client satisfaction.
Qualifications:
- 5+ years of previous experience in an accounting role and sound knowledge of generally accepted accounting principles
- Post-secondary education in accounting / business program
- Proficient in using standard office software with previous experience using accounting software such as QuickBooks and advanced skill in Microsoft Excel
Tools Knowledge/Experience Preferred:
- Humi
- Xero
- TriNet
- Quickbooks
- Unleashed
Perks:
- Prime location in downtown Kitchener, easily accessible by public transportation
- ION Light Rail station 1 minute walking distance away (Queen Street station or Frederick Street Station)
- On-site gym and free coffee!
- Walking distance to great restaurants and local amenities
- A diverse, friendly team and a cool, vibrant office culture!
Nicoya is an inclusive and equal opportunity employer. If you require accommodation to participate in the recruitment process, please let us know. We will accommodate your needs as required under applicable legislation. Information related to accommodation requirements will be addressed confidentially.
In your application, please include your resume along with a cover letter. While we appreciate all applications, only those candidates selected for an interview will be contacted.
