Operations Associate

About Tidal CFO

Tidal CFO is a remote-first, CPA-led fractional finance firm based in Atlantic Canada. We work with Canadian businesses - startups, nonprofits, and growing SMEs - to bring financial clarity, structure, and confidence to their organizations. We're not a traditional accounting firm. No timesheets, no billable-hour culture, no unnecessary complexity.

We're a small, focused team that takes quality seriously and builds repeatable systems to deliver at a high standard for every client. We're growing steadily - and we need the right operational support to keep things running cleanly as we scale.

The Role

This is a part-time (open to full) operations and administration role that keeps the firm running. You'll own the recurring administrative work that currently falls to the founders and manager - inbox monitoring, scheduling, onboarding coordination, document management, pipeline tracking, billing follow-up, and more. Some weeks are steady-state; others involve a new client coming on, a hire in progress, or a tool evaluation to support.

You won't be doing accounting work. You will be working closely with a team of CPAs and need to be organized, proactive, and comfortable operating inside a digital-first, process-driven environment.

What You'll Do

• Client administration
  - Monitor and triage the shared firm inbox - route inquiries, draft templated replies, log leads
  - Coordinate new client onboarding: send checklists, gather information, set up folders and system access
  - Manage offboarding logistics when clients exit
  - Keep client contact records and CRM current
• Proposals and billing
  - Prepare proposal drafts in Ignition based on leadership direction; track status and follow up on unsigned proposals
  - Monitor the billing schedule each month; flag discrepancies and overdue invoices
  - Send approved payment reminders; maintain the contracts and renewals log
• Scheduling and internal communications
  - Own the logistics of internal meetings: invites, agendas, action item tracking
  - Schedule discovery calls and client delivery meetings
  - Draft internal announcements and communications for review
• Document and file management
  - Maintain SharePoint/OneDrive folder structure and naming standards
  - File finalized client reports and signed agreements
  - Keep the internal templates library organized and current
• Pipeline and reporting
  - Update the pipeline tracker after discovery calls; pull and distribute a weekly pipeline summary
  - Update the MRR tracker monthly and prepare a brief internal ops summary
  - Track and close out action items from leadership meetings
• HR and team administration
  - Coordinate hiring logistics: posting ads, screening triage, scheduling interviews, sending materials
  - Manage new hire onboarding setup: system access, welcome logistics, first-week coordination
  - Maintain employee files; coordinate payroll inputs with our payroll provider
• Technology and tools
  - Monitor software renewal dates; flag upcoming decisions to Dan
  - Manage system access on onboarding and offboarding
  - Research new tools and summarize findings when requested

What We're Looking For

• Organized by default - you build lists, track follow-ups, and close loops without being asked
• Comfortable in a digital-first environment with multiple tools running in parallel
• Reliable communicator - you flag issues early and confirm when things are done
• Exercises judgment about what needs a decision vs. what you can just handle
• Professional service firm experience is an asset - accounting, law, consulting, or similar
• Experience with Microsoft 365 (Outlook, Teams, SharePoint) is expected
• Experience with tools like Ignition, Financial Cents, or Dext is a real advantage - not required
• French/English bilingual is an asset

What This Isn't

This is not a bookkeeping or accounting role. It's also not a fully autonomous role - you'll be working inside a structured system with clear owners and decision authority. The right person is someone who gets energy from running a tight operation, not from making unilateral calls.

What We Offer

• Flexible schedule - not a standard 9 to 5
• Fully remote - work from wherever you do your best work
• A small, high-trust team where your work is visible and valued
• Modern tools and documented processes - no chasing down information
• Room to grow as the firm scales