Bookkeeper/Office Manager

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