Finance Operations Specialist

Join the Lavender team We are looking for a Finance Operations Specialist to keep Lavender's finances running smoothly behind the scenes: ensuring vendors and partners are paid accurately and on time, keeping cash where each of our entities needs it, and maintaining clear, simple programs that let our teams spend responsibly on their own. You'll start with well-documented procedures so you can hit the ground running quickly—and from there, they're yours to improve, automate, and keep current. The Opportunity Reporting to and working closely with our Director of Finance, our accounting team, and leaders across the company, this is a part-time employee role (16–20 hours per week) based remotely in Canada. We're a growing healthcare company with several entities and clients across many US states, so no two weeks look the same. We're looking for someone who notices a gap next to their work and closes it—whether that's a filing deadline without an owner, a recurring travel question, or a spend report a director needs by Friday—with room to grow into cash forecasting and budget tracking as we scale. Role Details: Employment Type: Part-time Employee (approximately 16–20 hours per week) Location: Remote, based in Canada (with some availability during Eastern Time business hours on payment days) Compensation: $35.00 CAD per hour Target Start Date: Early December 2026 What You'll be Doing Payments and Vendor Management Own the weekly vendor payment run from start to finish: review incoming bills, prepare payments, route them for approval, and release them on schedule. Pay US and Canadian vendors and partners in USD and CAD across our banking and payment platforms. Keep vendor records complete and current, including W-9s, contracts, payment details, and renewal dates. Protect company funds by following our approval process, confirming any change to a vendor's bank details by phone before approval, and flagging anything that doesn't look right. Serve as our first line of defence against fraud and waste—questioning requests that don't add up, investigating before money moves, and never sending funds just because someone asked. Manage the shared finance inbox so questions get answered and nothing is missed. Own year-end 1099 reporting: collect W-9s throughout the year, track which payees reach reporting thresholds, apply rules and exemptions correctly (for incorporated payees, attorneys, medical providers, and rent), and file on time. Cash and Month-End Support Prepare the weekly cash snapshot across our entities and the transfers that keep each one funded for approval. Maintain a rolling 13-week cash forecast of payments and transfers built from our payment schedule. Support month-end close with our external accounting team by answering transaction questions and gathering documentation. Reconcile card and bill activity so every charge has an owner, a receipt, and the right code. Travel and Expense Programs Run our company card and expense program: issue and adjust cards, set limits, keep receipts and approvals on track, and help team members use it smoothly. Manage our travel program (including Navan for booking and Uber for Business for ground transport) with clear guardrails so booking is self-serve. Coordinate travel and spend for company events like our annual summit so 100+ travellers can book within budget. Own our credit card and travel policies—reviewing them each year, improving the programs, and supporting and training the people who use them. Compliance, Filings, and Insurance Maintain a tax and compliance calendar so every filing and payment has a clear date and owner. Prepare and submit recurring state and local filings (such as monthly Washington excise tax), annual entity filings, and information returns. Set up tax and registration accounts as new entities go live. Support annual insurance renewals (including commercial and malpractice) by gathering information, completing applications, and tracking deadlines. Monitor recurring payments run by other teams (such as client referral rewards) against budget and escalate anything over set limits. Spend Reporting and Process Improvement Answer "how much did we spend on X?" questions for leaders using data from our spend management and accounting systems. Help department heads track spend against their budgets as we introduce department budgets in 2027, flagging anything trending over budget. Keep procedures current by documenting changes, automating manual steps, and ensuring someone else could step in seamlessly. Proactively look for ways to improve processes and reduce costs, bringing recommendations backed by the numbers. What You Bring Experience: 4+ years in accounts payable, bookkeeping, or finance operations, ideally at a growing company with more than one legal entity. Payments & Controls: Experience owning payments end-to-end across multiple bank and payment platforms, with strong instincts for internal controls, fraud prevention, and sound judgment around confidential financial information. Tools & Systems: Working knowledge of QuickBooks Online and a modern spend management tool, plus comfort working remotely and asynchronously in Slack, Google Workspace, and Asana. US Tax & Filing Knowledge: Hands-on experience preparing and filing 1099s (1099-NEC and 1099-MISC), including reporting thresholds, rules, and exemptions, plus familiarity with recurring US state or local filings. Communication & Mindset: A self-starter who learns from documentation, asks good questions early, writes clearly and concisely, and can "hold a line kindly"—pointing people to policies and self-serve options while still leaving them feeling helped. Work Setup: A quiet, professional space to work from home (company equipment and onboarding provided). Preferred Qualifications: Experience paying vendors in both USD and CAD; running a travel program (Navan, TravelPerk, or Uber for Business); US healthcare, professional services, or multi-state company experience; and comfort building simple forecasts and models in Google Sheets or Excel. Why You Should Join Lavender Work for a company that is truly making a difference in the world Remote work A caring, spirited, and experienced team An international work environment that embraces diversity and inclusion Be part of a growing startup where you have the opportunity to help shape the company In-person meetups Competitive compensation ($28.00-$35.00 CAD/hour) Bring your whole self to work Lavender believes that nurturing an environment where diversity and inclusion can thrive is critical to our success. We are proud to be an equal opportunity employer and do not discriminate on the basis of any status protected by law, including race, colour, religion, sex, orientation, gender identity or expression, national origin, age, disability, or genetic information. Founded in 2020, Lavender is the largest nurse-owned and operated online psychiatry and therapy office in the United States. Our extraordinary team of 100+ talented and like-minded folks works remotely from across the United States, Canada and the Philippines to collaboratively increase access to high-quality, high-touch mental healthcare. Lavender is a human-first organization and our people embody: A bias towards action A capacity for self-direction Originality and creative instincts Courageous and bold thinking And the potential to achieve even more If you’re looking for a fast-paced, constantly evolving environment where your voice matters and you can truly have an impact creating high-quality, user-centric mental health services, we want to hear from you! Lavender is an equal opportunity employer. We are proud to foster a workplace free from discrimination. We strongly believe that diversity of experience, perspectives and background will lead to a better environment for our team and a better experience for our clients. We strongly encourage people of color and members of the LGBTQ+ community to apply.