Marketing Operations & Finance Coordinator position (Burlington, ON)

Position Overview 

Wolseley Canada is seeking a highly organized and detail-oriented Marketing Operations and Finance Coordinator to support the financial administration, purchasing, budget tracking and vendor funding activities of the Marketing team. This role serves as the central coordinator for marketing invoices, purchase requisitions, payment processing, vendor marketing funds and financial reporting, ensuring marketing expenditures are accurately documented, approved, tracked and reconciled. 

The ideal candidate has strong financial administration and coordination experience, advanced Excel skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Experience with Airtable or similar workflow and database platforms is considered an asset. 
 

Primary Responsibilities 

Marketing Finance & Vendor Funding Administration — 65% 

• Create and submit purchase requisitions and coordinate purchase order requirements for marketing initiatives.  

• Receive, track and route marketing invoices for approval.  

• Coordinate payment processing and purchasing card transactions.  

• Track vendor marketing funds including planned, committed, billed, collected and outstanding balances.  

• Maintain supporting documentation and approvals.  

• Reconcile invoices, vendor funding and budget records.  

• Liaise with Finance, Accounts Payable, agencies, vendors and internal stakeholders.  

• Investigate discrepancies, coding issues and outstanding items. 

Financial Tracking, Reporting & Reconciliation — 25% 

• Maintain Airtable and Excel-based tracking systems.  

• Prepare spend summaries, budget reports and reconciliation updates.  

• Monitor invoice status, vendor funding balances and outstanding commitments.  

• Support month-end, quarter-end and year-end financial reporting activities. 

Digital Advertising Payment Administration — 10% 

• Track digital advertising invoices and platform charges.  

• Monitor spending against campaign budgets.  

• Support reconciliation and documentation of media expenses.  

• Identify and escalate discrepancies or overages. 

Position Requirements 

• 2-4 years of experience in finance administration, accounts payable support, billing, purchasing, budget coordination, operations administration, marketing operations, or a related role. 

• Strong Excel skills required, including formulas, filters, sorting, lookups, pivot tables and maintaining financial trackers, reconciliations and budget summaries. 

• Experience coordinating invoices, purchase orders, cost centres, budget tracking, account reconciliations and financial reporting is strongly preferred. 

• Strong attention to detail and accuracy when working with financial information, invoices, budgets, approvals and supporting documentation. 

• Highly organized with the ability to manage multiple priorities, deadlines and follow-ups across multiple projects, vendors and internal stakeholders. 

• Experience supporting purchasing card administration, expense documentation, receipt management and transaction reconciliation is strongly preferred. 

• Comfortable working with cross-functional teams, vendors, agencies, Finance and Accounts Payable to obtain approvals, documentation and financial information. 

• Experience using Airtable, Smartsheet, Monday.com or similar workflow and tracking platforms is an asset. 

• Strong written and verbal communication skills. 

• Proficiency in Microsoft Office, including Excel, Outlook, Teams, PowerPoint and SharePoint. 

• Experience supporting vendor-funded programs, cooperative marketing programs, marketing budgets, events, media or distribution environments is an asset. 

• Ability to identify discrepancies, investigate issues and proactively follow up on outstanding items to ensure timely resolution. 

Success Measures 

• Marketing invoices, purchase requisitions and payment requests are processed, tracked and followed up on in a timely and accurate manner. 

• Purchasing card transactions are supported by appropriate approvals, receipts, coding and documentation, with discrepancies identified and resolved promptly. 

• Vendor marketing fund records are accurate, up to date and regularly reconciled against supporting documentation and Finance reports. 

• Marketing spend, commitments and outstanding balances are clearly tracked and reported, providing visibility into budgets and financial performance. 

• Airtable, Excel and related tracking systems are maintained accurately, with current and reliable data. 

• Missing information, approval delays, payment issues and financial discrepancies are identified early and proactively addressed. 

• Financial documentation, records and supporting materials are organized, complete and audit-ready. 

• Marketing leadership has clear visibility into invoices, vendor funding, commitments, outstanding items and overall budget status.