Role: Intermediate Bookkeeper / Accounting Specialist
Location: HealthTree Vitamin & Supplement Warehouse - Mississauga
Type: Full Time, Hybrid
Department: Finance & Accounting
Reports To: Controller
Start date: Immediately
Company Description
HealthTree Vitamin and Supplement Warehouse is a growing retailer and distributor focused on providing high-quality vitamins, supplements, and wellness products to a diverse customer base. The company is committed to supporting healthy lifestyles through reliable products and knowledgeable service. Team members work in a collaborative environment that values accuracy, integrity, and customer satisfaction. HealthTree offers opportunities to contribute to an expanding business while developing professional skills in a supportive setting.
Role Description
The Intermediate Bookkeeper / Accounting Specialist is a full-time hybrid role based in Mississauga, ON, with the flexibility to perform duties from home. This role is responsible for maintaining accurate financial records, including recording daily transactions, preparing and posting journal entries, and reconciling bank and credit card accounts.
The specialist will assist in the preparation of monthly and annual financial statements and ensure timely processing of accounts payable and accounts receivable. Day-to-day tasks include working with accounting software to update ledgers, monitoring inventory-related financial activity, supporting audits or reviews, and helping ensure compliance with company policies and relevant accounting standards.
The role involves regular collaboration with operations and management to provide clear financial information that supports decision-making and business growth. The position will directly report to the Controller and will be responsible for ensuring accounting transactions are recorded accurately and in a timely manner.
Scope of Work
Accounts Payable – 40%
- Process a high volume of vendor invoices accurately and efficiently.
- Enter invoices, expenses, payments, and related transactions into QuickBooks.
- Review invoices, authorization, supporting documentation, and applicable sales taxes.
- Perform three-way matching of invoices, purchase orders, and receiving documentation where applicable.
- Prepare and process vendor payments according to established payment schedules.
- Investigate and resolve invoice discrepancies with vendors and internal departments.
- Ensure expenses are allocated to the appropriate general ledger accounts and cost centers.
- Assist with AP accruals and cut-off procedures at month-end.
- Maintain accurate and complete AP records to support financial reporting and audit requirements.
Accounts Receivable – 10%
- Record and reconcile customer receipts and payments.
- Process and reconcile payments received through e-commerce platforms and other payment processors.
- Reconcile sales deposits to supporting sales and settlement reports.
- Review marketplace settlement statements and identify fees, refunds, chargebacks, adjustments, and other deductions.
Inventory & COGS – 25%
Inventory Reporting & Reconciliation
- Obtain and consolidate inventory and sales reports from various e-commerce and retail platforms.
- Reconcile inventory quantities and values between operational platforms and accounting records.
- Analyze inventory purchases, sales, returns, adjustments, transfers, and other inventory movements.
- Prepare inventory reconciliation schedules for month-end financial reporting.
- Investigate inventory variances and identify discrepancies between physical inventory, platform records, and accounting records.
Cost of Goods Sold (COGS)
- Prepare monthly COGS calculations based on inventory purchases, sales activity, inventory movements, and ending inventory.
- Calculate and reconcile beginning inventory, purchases, inventory adjustments, ending inventory, and COGS for financial reporting purposes. Analyze inventory turnover and identify unusual fluctuations or variances.
- Ensure inventory-related transactions are properly reflected in the general ledger.
Tax, Payroll, Month-End Financial Reporting & Ad-hoc items – 25%
Employee Expense Reimbursements
- Review employee expense claims for completeness, authorization, appropriate business purpose, applicable taxes, and proper account classification. Process approved employee reimbursements through the appropriate payment or payroll process.
- Maintain confidentiality of employee compensation and financial information. Assist with year-end payroll reporting, including T4/T4A preparation, as applicable.
HST & QST / Tax Compliance
- Assist with the preparation and filing of HST and QST returns.
- Reconcile HST/QST input tax credits, sales taxes collected, and related general ledger accounts.
- Review sales and purchase transactions for appropriate tax treatment.
- Ensure tax-related transactions are properly recorded in QuickBooks.
- Prepare supporting schedules and documentation for tax filings.
- Investigate and resolve tax account discrepancies.
- Assist the Controller with tax compliance requirements and requests from external accountants or tax advisors.
Month-End & Financial Reporting
- Assist with the monthly financial close process. Prepare and post recurring and adjusting journal entries. Perform balance sheet account reconciliations.
- Reconcile bank, credit card, AP, AR, inventory, payroll, and other balance sheet accounts.
- Assist with accruals, prepaid expenses, amortization, and other month-end adjustments.
- Analyze account balances and investigate significant or unusual variances. Ensure transactions are recorded in the appropriate accounting period.
Qualifications
- 3–5 years of progressive bookkeeping or accounting experience in a similar role.
- Post-secondary education in Accounting, Bookkeeping, Finance, or a related discipline from a recognized Canadian college or institution.
- A Bachelor's degree in Accounting, Finance, Commerce, or Business Administration.
- Strong bookkeeping skills, including maintaining general ledgers and handling journal entries (Accounting, Bookkeeping, Journal Entries).
- Proficiency with accounting software and related tools for data entry, reconciliations, and reporting (QuickBooks).
- Experience processing a significant volume of invoices and accounting transactions.
- Strong working knowledge of Excel.
- Payroll and employee expense processing experience is an asset.
- Experience with Canadian Tax Filings for HST, QST, GST.
- Experience with inventory accounting, COGS calculations, and inventory reconciliations is an asset.
- Ability to prepare, review, and interpret financial statements and reports.
- Experience preparing month-end financial reporting.
- Experience reconciling sales and settlement data from e-commerce platforms is strongly preferred.
- Experience with Amazon and Shopify is an asset.
- Ability to identify discrepancies and independently investigate their root cause.
- Strong organizational and time-management skills, with the ability to prioritize and meet deadlines in a hybrid work setting.
- Clear written and verbal communication skills and the ability to collaborate effectively with cross-functional teams.
- Bilingual English/French is an asset.
Who Will Thrive Here
You’ll thrive in this role if you are a detail-oriented, hands-on accounting professional who enjoys working in a fast-paced, high-volume environment and takes ownership of your work.
- Detail-focused: You catch discrepancies and take pride in accurate financial data.
- Analytical: You enjoy investigating variances and reconciling information across multiple systems.
- Organized & dependable: You manage competing priorities and consistently meet deadlines.
- Proactive: You take initiative, solve problems independently, and look for ways to improve processes.
Why Join HealthTree?
This is an opportunity to have a meaningful impact on a growing Canadian company. You'll work directly with senior leadership and help influence key business decisions that will support HealthTree's future growth. If you're looking for a role where you can leave your mark, build something lasting, and grow your career alongside an ambitious organization, we'd love to hear from you.
Compensation & Benefits
- Competitive salary - $60 - $75k
- Annual performance bonus
- Comprehensive benefits package
- Paid vacation
- Employee discount program
- Professional development support
- Opportunity for long-term career growth as the organization expands
