Archived listing. The details below describe a past opening.
About the Role
We are seeking an experienced Bookkeeper & Office Administrator to oversee our financial administration, payroll, compliance requirements, and day-to-day office operations. This is a key position within the organization that requires a highly organized, detail-oriented professional who can manage multiple responsibilities while maintaining accuracy, efficiency, and confidentiality.
The successful candidate will be responsible for bookkeeping, payroll administration, regulatory filings, office management, vendor coordination, and supporting the overall smooth operation of the business.
Key Responsibilities
Daily Duties
- Process and pay vendor bills and invoices.
- Manage incoming mail and coordinate courier services.
- Order, receive, and maintain kitchen supplies.
- Order, receive, and maintain office supplies and equipment.
- Ensure the office is clean, organized, fully stocked, and operating efficiently.
Weekly Duties
- Perform revenue reconciliations.
- Download and review revenue statements.
- Reconcile revenue reports using Excel.
- Prepare commission statements as required.
Bi-Weekly Duties
- Review and process payroll.
- Ensure source deductions (DAS) are accurate, filed, and remitted on time.
Monthly Duties
- Download and reconcile bank statements.
- Maintain organized electronic records and ensure all invoices are properly filed in OneDrive.
- Download and reconcile credit card statements.
- Prepare, distribute, and file rent invoices.
- Initiate rent collection debits.
- Process corporate income tax installment payments.
- Prepare month-end financial reports and summaries for management review.
Quarterly Duties
- Prepare, file, and remit GST/QST returns.
- Prepare GST/QST reports for shareholders and provide payment summaries.
Annual Duties
- Prepare and submit CNESST reports.
- Prepare and submit source deduction reports.
- Coordinate AMF, FSRA, and E&O insurance renewals.
- Complete and file Corporations Canada annual returns.
- Update and maintain records with the Registraire des entreprises.
- Coordinate year-end documentation and provide required records to external accountants.
- Review and maintain compliance with Bill 25 requirements and related policies.
Additional Responsibilities
- Coordinate office phone services and account updates.
- Communicate with building management and service providers.
- Maintain employee records, including payroll, absences, and vacation tracking.
- Coordinate recruitment-related administration with external recruiters.
- Support management with administrative projects and operational initiatives as required.
Required Qualifications
- Minimum 5 years of bookkeeping and office administration experience.
- Strong understanding of accounting principles and financial recordkeeping.
- Experience processing payroll and managing payroll-related compliance.
- Knowledge of GST/QST, source deductions, and government remittances.
- Experience managing multiple corporate accounts and reporting requirements.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Ability to work independently and manage competing priorities.
Technical Requirements
Expert knowledge and hands-on experience with:
- Microsoft Excel (advanced formulas, reconciliations, reporting, and spreadsheet management)
- QuickBooks
- Payroll processing and administration
Preferred Traits & Characteristics
The ideal candidate will be:
- Exceptionally detail-oriented and committed to accuracy.
- Highly organized with the ability to manage multiple deadlines simultaneously.
- Trustworthy and discreet when handling confidential financial and employee information.
- Proactive and self-motivated, taking initiative without constant supervision.
- Reliable and dependable, with excellent follow-through.
- Resourceful and solution-oriented, able to identify issues and implement practical solutions.
- Professional and polished, representing the company positively with employees, vendors, and external partners.
- Adaptable and flexible, capable of balancing bookkeeping, administration, and office management responsibilities.
- Strongly process-oriented, with a focus on efficiency and continuous improvement.
- Team-oriented, while also able to work independently and take ownership of responsibilities.
Compensation & Benefits
- Competitive salary based on experience and qualifications.
- Comprehensive benefits package.
- Stable, professional, and collaborative work environment.
- Opportunity to play a key role within a growing organization.
Apply Today
