Oakville, ON | Fully In-Office | Full-Time
We are seeking an Office Manager & Senior Bookkeeper to join a well-established and growing organization in Oakville. This is a hands-on role for someone who enjoys taking ownership, keeping things organized, and being the go-to person for both accounting and office operations.
Reporting to the President and working closely with a fractional CFO and a small team, you will oversee day-to-day bookkeeping, payroll, billing, compliance, HR administration, and office management. You will also take ownership of projects and processes that help keep the business running smoothly.
Accounting & Finance
- Manage full-cycle bookkeeping using QuickBooks Online
- Prepare and issue customer invoices, including progress billing, holdbacks, and deposits
- Run credit checks, manage collections, apply customer payments, and monitor accounts receivable
- Process supplier invoices through Dext, match invoices to purchase orders and receiving, and prepare payments through Plooto
- Maintain weekly AP reporting and reconcile supplier statements
- Reconcile bank accounts and company credit cards
- Review completed work and uninvoiced jobs to ensure nothing is missed
- Maintain cash flow forecasts
- Prepare financial records and supporting documentation for month-end and year-end
- Provide financial reporting and information to management and the fractional CFO
Payroll & Compliance
- Process payroll for office employees as well as full-time and seasonal installers
- Accurately calculate hours, commissions, deductions, and payroll adjustments
- Complete payroll remittances and maintain CRA compliance
- Prepare and file T4s and T5018s
- Manage GST/HST filings and remittances
- Coordinate WSIB, insurance renewals, and other regulatory filings and renewals
- Maintain accurate records and ensure deadlines are consistently met
Job Billing & Operations
- Participate in pipeline and scheduling meetings, providing insight into billing and cash flow
- Keep billing and invoicing information current in Buildertrend and Copper
- Monitor job progress to ensure completed work is billed promptly
- Prepare financial and operational reports for management meetings
HR Administration
- Maintain accurate employee records and vacation/time-off information in BrightHR
- Coordinate employee onboarding and offboarding
- Maintain company policies and documentation
- Respond to employee questions and concerns professionally and confidentially
- Apply company policies consistently and fairly
- Support occasional recruitment and hiring activities
Health & Safety
- Act as the company's Health & Safety Coordinator
- Maintain employee safety records, certifications, and training
- Ensure required documentation is current and available for general contractors and clients
- Coordinate renewals and ongoing compliance requirements
Office Management & Support
- Manage office supplies, vendors, subscriptions, email accounts, internet services, and other office requirements
- Maintain organized electronic files and company documentation
- Develop and maintain SOPs for accounting, payroll, office, and administrative processes
- Prepare reports, documents, and other materials as required
- Take ownership of special projects and tasks assigned by the President and see them through to completion
- Provide support to other team members when needed
What Success Looks Like
- Accounts receivable over 31 days remains within company targets
- Invoices are accurate, timely, and complete
- Completed work is consistently invoiced with nothing falling through the cracks
- AP, payroll, reconciliations, and financial reports are accurate and completed on time
- CRA, HST, WSIB, insurance, and other compliance deadlines are never missed
- Employee records and certifications are current
- Office supplies, systems, and administrative needs are proactively managed
- Processes are documented and continually improved
- The President can hand you a task and trust that it will get done without repeated follow-up
