Administrative & Finance Coordinator

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Are you someone who thrives on organization, accuracy, and keeping operations running smoothly? Do you enjoy balancing administrative responsibilities with financial coordination and detailed problem-solving?

Okanagan Clinical Trials is seeking a highly organized and detail-oriented Administrative & Finance Coordinator to join our growing team in Kelowna, BC. This is an excellent opportunity for an administrative professional with accounting or finance experience who enjoys working in a fast-paced, collaborative environment where precision and professionalism matter.

In this role, you will serve as a key operational support partner to our leadership and finance teams while helping create a welcoming experience for patients, clients, and staff.

Job Status: Full Time / 40 hours per week  

Salary: $52,000 - $54,000 (Depending on experience) 

Employee benefits: Benefits are available after 3-month probationary period.   

Work Schedule: Monday to Friday 8am – 4:30pm  

Responsibilities:

• Manage front office responsibilities including greeting visitors and answering incoming calls


• Coordinate scheduling, reminder calls, follow-up communication, and patient database management


• Support accounting functions including accounts payable, invoice processing, petty cash tracking, stipend processing, and cheque distribution


• Reconcile vendor statements and maintain accurate financial documentation


• Review records, spreadsheets, and documents for completeness and accuracy


• Maintain organized historical records through scanning, filing, and digital uploads


• Assist with meeting agendas, minutes, office supply ordering, and operational support


• Provide administrative assistance to leadership and finance management as needed


• Support social media updates and general office coordination activities

Requirements:

We’re looking for someone who takes pride in producing accurate work, enjoys staying organized, and can confidently manage multiple responsibilities with minimal supervision.

Successful candidates will bring:

• 2+ years of administrative, accounting, accounts payable, or accounts receivable experience preferred


• Exceptional attention to detail and accuracy


• Strong organizational and time management skills


• Confidence working with spreadsheets, documentation, and financial records


• Proficiency in Microsoft Excel, Word, and Outlook


• Excellent interpersonal and communication skills


• A proactive, dependable, and team-oriented mindset


• Ability to prioritize tasks and adapt in a dynamic environment

Why Join Okanagan Clinical Trials?

At Okanagan Clinical Trials, you’ll have the opportunity to contribute to meaningful clinical research while building a long-term career in operations and administration. We value individuals who are collaborative, dependable, and committed to excellence.

If you are looking for a role where your attention to detail, financial coordination skills, and organizational strengths will truly make an impact, we encourage you to apply.