Bookkeeper & Finance Coordinator
Three-Month Independent Contractor Engagement
We’re looking for the right fit - could you be our missing piece?
Puzzle Lab is seeking an experienced, detail-oriented, organized, and proactive Bookkeeper & Finance Coordinator to provide part-time bookkeeping and finance coordination services for an initial three-month engagement.
This engagement is primarily focused on bookkeeping, financial administration, and supporting the day-to-day financial operations of the business, with occasional administrative support where needed.
This is an independent contractor engagement anticipated to begin September 30, 2026, requiring approximately 16 hours per week, generally across two days. The work is expected to be performed primarily on-site at Puzzle Lab’s Victoria headquarters to support close collaboration with our CFO and team. There may be an opportunity to extend or expand the engagement depending on business needs, project requirements, and mutual agreement; however, this is not guaranteed.
About Puzzle Lab
Puzzle Lab is a fast-growing wood jigsaw puzzle company with an underlying passion for art, innovation, and creativity. More than that, we’re a friendly group of open-minded humans working together to create joyful experiences for our fans and customers. We pride ourselves on our consistent efforts toward environmental sustainability, support of local artists, and an ethical business model.
Puzzle Lab’s vision is to awaken the inner child in all of us. In a world that feels faster, louder, and more serious every day, it’s easy to forget the simple joy of play. But play is where wonder lives; it’s where we reconnect with curiosity, delight, and our most human selves. Our work is about creating nostalgic and whimsical moments that bring people back, even briefly, to that childlike feeling of sincere awe and carefree discovery.
Engagement Overview
Working closely with Puzzle Lab’s Chief Financial Officer, the Bookkeeper & Finance Coordinator will play an important role in supporting the financial health and operational organization of Puzzle Lab.
The successful contractor will provide essential day-to-day bookkeeping and financial administration services, helping ensure our financial records are accurate, organized, and up to date. This work will also create greater capacity for our CFO to focus on higher-level financial strategy, planning, systems, and internal controls.
The engagement includes accounts payable and receivable, account reconciliations, expense tracking, record keeping, and support with payroll and month-end processes. The contractor will also provide occasional administrative and organizational support where needed.
Puzzle Lab is a growing company, and many of our systems and processes continue to evolve. We ask that the successful contractor first become familiar and comfortable with our current systems, controls, and ways of working. Once you’re settled, your feedback and ideas for improvement will be genuinely welcome.
We’re a collaborative, evolving team, and the services required may shift gradually as the company grows. Any meaningful changes to the scope of the engagement will be clearly communicated and mutually agreed upon.
Scope of Services
Bookkeeping & Financial Administration
- Process accounts payable and accounts receivable transactions
- Prepare and issue invoices as required
- Reconcile bank, credit card, and other financial accounts
- Maintain accurate financial records and supporting documentation
- Assist with month-end bookkeeping and reporting processes
- Support payroll administration and record keeping
- Track expenses and ensure receipts and supporting documents are properly organized
- Assist with financial audits, reporting requirements, and information requests
- Keep recurring bookkeeping tasks organized and completed on schedule
- Identify and raise discrepancies or missing information promptly
- Maintain confidentiality when handling financial and employee information
- Contribute practical, role-specific content to standard operating procedures (SOPs) for recurring bookkeeping and finance processes, in collaboration with the appropriate team members
- Follow established financial controls, approval processes, and authorization procedures, and promptly raise unusual transactions or potential concerns with the CFO
- Assist with the preparation, reconciliation, and timely submission of sales tax returns, payroll remittances, and other recurring government filings under the direction of the CFO
Finance Administration & Systems Support
- Support document management, filing, and record organization
- Assist with finance-related data entry and administrative projects as needed
- Help maintain internal finance systems and operational records
- Support communication and coordination between departments when required
- Assist with process documentation and administrative improvements
- Provide occasional general administrative support where needed
Collaboration & Knowledge Transfer
- Communicate clearly and professionally with Puzzle Lab team members, vendors, and other external contacts
- Identify opportunities for increased accuracy, efficiency, and organization
- Contribute positively to a collaborative working environment
- Participate in cross-training and process-improvement initiatives where appropriate
- Help ensure recurring finance processes are clearly documented and transferable
Preferred Skills
- Strong attention to detail and a genuine commitment to accuracy
- Experience with Xero and Dext is strongly preferred; experience with comparable bookkeeping platforms is also welcome
- Experience supporting payroll administration using Wagepoint or a comparable payroll platform is considered an asset
- Comfort using Google Workspace and learning collaborative workplace systems such as Slack, Notion, and BambooHR or another comparable HRIS
- Intermediate proficiency with spreadsheets, particularly Google Sheets
- Strong organizational and time-management skills
- Comfort working with confidential financial and employee information
- Ability to work independently, follow established processes and internal controls, and reliably manage agreed-upon responsibilities
- Good judgment and a proactive approach to identifying missing information and resolving discrepancies
- Strong written and verbal communication skills
- Ability to collaborate effectively while independently managing recurring bookkeeping responsibilities
- Familiarity with Canadian small-business tax and payroll requirements, including GST/HST, BC PST, payroll remittances, and year-end payroll reporting, is considered an asset
- Ability to maintain appropriate security and confidentiality when accessing Puzzle Lab’s financial information and systems
Preferred Qualifications
- Previous professional bookkeeping experience
- Formal training in bookkeeping, accounting, or business administration is considered an asset
- Experience supporting a small business or growing organization is considered an asset
- Experience with payroll administration, month-end processes, or financial reporting is considered an asset
- Previous experience providing bookkeeping services as an independent contractor is considered an asset
Equivalent hands-on experience is equally welcome.
What You Can Expect
Puzzle Lab offers a truly unique working culture, and we’re excited to share that with the right person. We’re an eclectic crew of creatives, designers, musicians, and performers, and we’re deeply connected to various facets of Victoria’s artistic scene. We are passionate, compassionate, and care deeply about what we do.
We’re looking for an organized and adaptable collaborator who cares about accuracy, approaches their work with care and accountability, and wants to contribute meaningfully to our growing company. If you’re the right fit, you’ll have the opportunity to help strengthen the financial systems and processes supporting our little company’s big future.
Here’s what you can expect from the engagement:
- A collaborative, supportive, and creative working environment
- The opportunity to contribute meaningfully to a growing local company
- An anticipated commitment of approximately 16 hours per week, generally across two days
- A contract rate of $34–$40 per hour, depending on experience
- A discount on Puzzle Lab and select third-party products
- The possibility of extending or expanding the engagement following the initial term, depending on business needs, project requirements, and mutual agreement
As an independent contractor, you will be responsible for your own income-tax obligations and any other statutory obligations associated with self-employment.
We’re seeking a solid, like-minded individual to work with our small team and help keep the financial side of the Lab accurate, organized, and running smoothly. Could it be you? If you’re a thoughtful and dependable bookkeeper who enjoys bringing order to the details, we want to hear from you!
How to Apply
Please apply through our online application with:
- Your resume
- A brief introduction telling us about your bookkeeping experience and why you’re interested in working with Puzzle Lab
Your introduction can be short and informal. We’re more interested in your experience, attention to detail, and interest in the work than a traditional cover-letter format.
Puzzle Lab is committed to fostering an inclusive and welcoming working environment and values diversity in our organization. We welcome applications from qualified contractors of all backgrounds.
Engagement Details
Location: Primarily on-site at Puzzle Lab’s headquarters in Victoria, British Columbia
Department: Finance
Engagement Type: Three-Month Independent Contractor Engagement
Estimated Commitment: Approximately 16 hours per week, generally across two days
Contract Rate: $34–$40 per hour, depending on experience
Equipment: The contractor must provide their own reliable laptop suitable for securely performing the work. Puzzle Lab will provide access to the company accounts, systems, and software required for the engagement.
Anticipated Start Date: September 30, 2026
Primary Contact: Chief Financial Officer
