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Program Controller, Travel Operations Team
FULL-TIME | remote (*Citizen of canada, for legal purposes)
Reporting to: DIRECTOR OF OPERATIONS
IDEAL START DATE: november 1, 2022
Moniker’s Corporate Retreats business is expanding, and we are looking for someone with a talent for numbers, and passion for travel-planning to join our team during the next phase of our growth.
The Program Controller role will play an integral part in supporting the entire Travel Operations division, helping the team manage the day-to-day financial and administrative aspects of planning our clients' retreats around the globe. They will work closely with the Director of Operations to stay on top of the high-level status of all our active programs, keeping in close contact with each team to understand their progress (and any obstacles) in relation to our Asana project management checklists. This will involve regularly engaging with each of the various Travel Teams ("Pods") to figure out how they can support them during the planning process, specifically around the financial and administrative tasks involved such as keeping budgets up-to-date, and managing AP/AR to vendors and clients.
The ideal candidate should have a strong background in accounting or finance, with a good handle on bookkeeping for large-scale projects. They should also feel comfortable playing the role of “air traffic controller” and staying on top of all the invoices, budgets, and associated deadlines involved with the execution of 20-25 programs per year.
All successful applicants will be expected to familiarize themselves with Moniker’s planning process, our approach to corporate travel and events, and what exceptional client service involves. Following this, they will be integral in managing the administrative side of planning, ensuring that our programs meet with the high standards of excellence our clients expect from us.
This is a brand new position within Moniker, and as such it is expected that the right candidate will be comfortable starting with a ‘half-blank canvas’ regarding the full scope of duties and tasks related to their role. At a high-level, the main vision for this new position will be to act as the primary support for our Travel Pods throughout the program arc, specifically around ensuring our programs are kept on track, and the numbers are up to date.
This will include, but not be limited to:
Program On-boarding: Assisting with the on-boarding of new projects, being closely involved in creating new project work flows in Asana and inputting deadlines into the Travel Operations calendar for all the associated tasks necessary in pulling off a flawless retreat
Budget Management: Supporting Travel Pods with the regular upkeep of program budgets and tracking of expenses to ensure nothing slips through the cracks, and program budgets are kept current and accurate
AP/AR Management: Supporting each Travel Pod in the coordination of vendor invoices and client billing, proactively tracking and filing them to make sure we are on top of payments and are recording them within our internal documents accurately
Assistance with Program Documents - Supporting Travel Pods with Registration Surveys, Micro-Site Creation, Flight Manifests, Transfer schedules, Rooming lists, Vendor and Guest correspondence, and anything else necessary to ensure a successful execution of our clients’ programs
On-Site Execution (as needed): Traveling on client's programs in a similar role to our "Trip Planners", supporting the team on-site during retreats in whatever capacity necessary
Budget Reconciliation: Supporting Travel Pods with the post-program reconciliation process, collecting invoices and updating the budget to capture all final expenses and ensuring all backup documentation is uploaded and filed correctly
The ideal candidate
Has 5+ years experience in accounting, finance, and/or bookkeeping for complex projects, and isn’t turned off by the prospect of managing multiple budgets or tracking invoices and expenses for several projects simultaneously
Has a strong background in project management - and is great at managing multiple accounts and keeping on top of deadlines and tasks without letting things slip through the cracks
Works well with operational logistics, and is excited by the challenge of identifying and creating processes for this new role as they grow into it
A self-starter that is highly organized and manages their time well, with the ability to meet deadlines and manage expectations without close direct supervision
Salary band of CAD$70,000-$75,000 per year depending on experience and profile, with an opportunity to earn bonuses and performance-based incentives. There will also be opportunities to travel in this role, earning additional income through 'guiding fees' via on-site staffing of our programs.
Send us an email with your Resume, as well as answers to two of the following questions (max 500 words each essay)
Describe what you imagine a typical week working at Moniker in this role might entail, and why you think your background or profile are the right fit for both the position and the Moniker team.
What is the most ambitious or complex project you’ve ever been involved in? What was your role, and how did you contribute to the outcome? Were there any obstacles you faced, and if so, how did you address them?
How do you stay organized? When faced with a large project or assignment, what is your system to ensure things get done and nothing is slipping through the cracks? How does your project management style relate to managing the people involved?
This is an entirely new position within Moniker that will involve a certain degree of 'building it out as we go'. What excites you most (or makes you nervous!) about taking on a role where the full scope of what it might entail isn't yet 100% defined?
Would you define yourself as a 'Numbers Ninja'? What colour belt would you award your skills and experience in managing complex budgets and keeping the books organized for large-scale projects? Please provide any examples of your track record or background in accounting or bookkeeping for projects of a similar scope to what we operate.