Careers

Are you a detail-oriented person who thrives on keeping things running smoothly? Do you naturally investigate, ask questions, and dig into the details until everything adds up? Do you enjoy creating systems and processes that make day-to-day operations more efficient and accurate? If you love a challenge—whether it’s resolving discrepancies, navigating complex expense reports, or coordinating logistics across departments and time zones—this Administrative & Expense Coordinator role could be the perfect fit.

We’re seeking a detail-oriented, numbers-driven, highly reliable and organized team player—someone steady under pressure and confident enough to connect with colleagues at any level to gather information or clarify approvals.

PURPOSE

The Administrative & Expense Coordinator supports our organization’s finance and administrative operations. This role is primarily responsible for managing company-wide expense reporting, while also providing administrative support such as travel bookings, booking event meeting logistics, and general office and calendar support.

This is a critical operational role that ensures financial accuracy, policy compliance, and smooth day-to-day coordination across teams.

WHAT YOU’LL DO (Primary Responsibilities)

Expense Reporting & Financial Administration *Core Function*

• Serve as the primary point of contact for all questions related to SAP Concur Expense, providing training, guidance, troubleshooting, and support to staff.
• Monitor the end-to-end expense submission process, ensuring timely submission and approval.
• Act as a liaison between management and Finance, coordinating expense reporting activities and resolving issues promptly.
• Assist management in preparing expense and visa reports, ensuring accuracy, compliance, and timely submission.
• Proactively follow up with management to obtain missing receipts, clarify discrepancies, and confirm approvals.
• Support audit, compliance checks, and year-end reporting requirements.
• Identify recurring issues and recommend process improvements to enhance efficiency and compliance.
• Maintain and update documentation, including step-by-step guides, FAQs, and policy summaries related to Concur Expense.

Event Meeting Booking Support

• Assist with coordination of group bookings at hotels and venues where CMF events and meetings take place periodically throughout the fiscal year
• Assist in managing changes, cancellations, and travel disruptions related to these large events.
• Assist in collecting and organizing all receipts for the expense processing of said events.

Hybrid Administrative Support

• Occasionally schedule meetings for executives across all time zones
• Assist with the logistics for the annual consultation process
• Bilingual translation review of corporate documents
• Document Formatting & Mail Merges
• Coordinate meeting rooms, catering and other required meeting logistics
• Some occasional shipping and handling
• Book VIA Rail Train for staff and save receipts appropriately
• Purchase gifts or make donations on behalf of the organization
• Conduct monthly office inspections (Occupational Health and Safety)
• Frequent the office as needed to grant access for service providers performing tasks (maintenance work, pest control, recycling bin service, or package deliveries).
• Other duties as assigned

WHO YOU ARE

Key Competencies

• Accuracy and consistency under repetitive, high-volume work
• High attention to detail and accuracy in handling financial data.
• Strong organizational and time-management skills with the ability to meet deadlines.
• Strong time management and deadline awareness
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Comfortable dealing with multiple stakeholders and follow-ups
• Problem-solving mindset with a focus on process improvement.

Job Specification / Skills

• College diploma in Office Administration or related field or equivalent experience
• 1–3 years in an administrative, finance support, or operations role
• Strong time-management and organizational skills with attention to detail.
• Excellent Bilingual reading, writing and reviewing skills
• Comfortable working with Expense systems (e.g., Concur, Expensify, or similar), and the Microsoft 365 Environment (SharePoint, Outlook, Excel, Word, PowerPoint, Forms, etc.)

WHAT TO EXPECT

• Hybrid role – a combination of in-person and remote duties (Toronto & Montreal Offices)
• 35 hours/week (flexible within core business hours)
• Fast-pace, independent working environment

HOW TO APPLY

Submit your cover letter and resume by February 25, 2026 to https://apply.workable.com/canada-media-fund/j/E84A2AA5F1/

Job Type: Permanent, Full-Time
Hours of Work: 35 hours/week (flexible within core business hours)
Location: Hybrid role – a combination of in-person and remote duties (Toronto & Montreal Offices)

Equity and Transparency Statement
We are committed to a fair and transparent hiring process. We do not use AI tools to screen applicants or conduct interviews, and we welcome candidates from all backgrounds. The salary range for this position is $51,796 – $64,695 per year.