Bookkeeper and Office Coordinator

OverviewBookkeeper & Office Coordinator at Home Instead (Toronto East).Term: Permanent Part-Time (15-20 Hours per week). Compensation: $30.00 - $40.00 per Hour.Objective: The Bookkeeper and Office Coordinator plays a key role in supporting both the financial integrity and administrative efficiency of the organization. This position is responsible for maintaining accurate financial records within the general ledger while overseeing a range of clerical and administrative tasks. By ensuring precise bookkeeping and maintaining smooth office operations, the role directly contributes to delivering high-quality service to our clients and fostering an organized, professional workplace. Responsibilities Bookkeeping Generate all client invoices, manage their distribution, and follow up on any outstanding receivables Receive, book, and manage all client payments (including service deposits) in accordance with established practices and across all payment systems Manage and oversee all aging receivables, client billing issues or inquiries, and any delinquent accounts as necessary Update and maintain all client files with the appropriate/relevant financial information and contacts Maintain necessary side ledger(s) for billing, tax, and client account reconciliations Book all monthly invoices/expenses relevant to the ongoing operations of the office and process payments as required Perform monthly bank account reconciliations Administer the existing payroll system and associated distributions for all Care Professionals Perform quarterly HST filings and payments with the Senior Bookkeeper Perform quarterly & annual financial reviews with the Managing Director Maintain existing documented bookkeeping policies & procedures while documenting new practices as required Perform monthly Non-Resident Tax submissions on a timely basis Office Administration Answer each incoming call in a friendly, professional, and knowledgeable manner, and distribute incoming calls to the appropriate office staff Direct new client inquiries and answer any queries relevant to the position’s responsibilities Communicate Client and/or Care Professional\'s concerns or problems with management or other staff members as appropriate Maintain regular attendance in the office to ensure the execution of ongoing job responsibilities Demonstrate open and effective communication with the owner, colleagues, and Care Professionals Reflect the core values of the company as an independently owned and operated Home Instead office Secondary Responsibilities Make one-time, minimal adjustments to existing client schedules upon request Assist in the hiring process for new Care Professionals, including fielding employment inquiries, phone screening applicants, scheduling interviews, and conducting reference checks Assist with the new Care Professionals\' onboarding process, duties may include conducting background checks, reviewing, and finalizing onboarding documents. Greet and welcome each visitor to the office in a friendly, warm, and professional manner, determine each purpose and notify the appropriate staff member of their arrival Enter and maintain accurate client and Care Professional records in the operating system Organize and distribute the daily mail according to prior instructions and post outgoing mail Create form letters, labels, mail merges, and information packages Order and stock office supplies and stationery Occasional evening and weekend on-call responsibilities Support office colleagues as necessary Critical Numbers Ensure 100% of calls are answered by the 3rd ring Complete the client invoicing process accurately and on time with every invoicing period Complete the Care Pro payroll process accurately and on time with every payroll period Complete and file 100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB, etc.) accurately, and on time Action all receivables aged greater than 60 days appropriately 100% of the time Any/all assistance in our Care Professional hiring process must be conducted professionally, accurately, and on time Education/Experience Requirements A college certificate or diploma in accounting or payroll administration is required High proficiency in Microsoft Office Suite and QuickBooks Desktop application A minimum of one year of related business experience or an equivalent combination of education and work experience Must possess a valid driver’s license Must be eligible for work in Canada Must be able to pass and meet Criminal Background Check requirements Knowledge, Skills, And Abilities Must demonstrate excellent oral and written communication skills and the ability to listen effectively Must have the ability to work independently, maintain confidentiality of information, and meet deadlines Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills Must demonstrate discretion, integrity, and fair-mindedness consistent with company standards, practices, policies, and procedures Must have the ability to organize and prioritize daily, monthly, and yearly work Must be able to establish good working relationships with management, colleagues, franchise owners, and their staff Must present a professional appearance and demeanor Must be able to operate office equipment Must be patient and congenial on the telephone Must be able to perform duties in a professional office setting Must have an understanding of and uphold the policies and procedures established by 1719094 Ontario Inc. Home Instead - Toronto East is an independently owned and operated franchise office of Home Instead Inc., an Honor company. Seniority levelEntry level Employment typePart-time Job functionAdministrativeIndustries: Individual and Family Services #J-18808-Ljbffr