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Entry Level Bookkeeper and Office Coordinator

4 weeks ago

Toronto, Canada Home Instead Full time

Home Instead ®
Bookkeeper & Office Coordinator Job Description
1719094 Ontario Inc. d/b/a Home Instead - Toronto East
**Objective**:
The Bookkeeper and Office Coordinator is expected to perform a variety of clerical and administrative tasks related to providing our clients with high-quality service and while maintaining all related financial transactions within our general ledger.
**Primary Responsibilities**:
Bookkeeping
- Process all client billing, including client invoice generation, distribution, and follow-up
- Receive, book, and manage all client payments, (including deposits) in accordance with established practices and across all payment systems
- Manage and oversee all aging receivables, client billing inquiries, and delinquent accounts as necessary
- Update and maintain all client files with the appropriate/relevant financial information
- Maintain necessary side ledger(s) for billing, tax, and client account reconciliations
- Book all monthly invoices/expenses relevant to the on-going operations of the office and process payments as required
- Perform monthly bank account reconciliations
- Administer existing payroll system and associated distributions
- Perform quarterly HST filings and payments
- Perform quarterly & annual financial reviews with Managing Director
- Maintain existing documented bookkeeping policies & procedures while documenting new practices as required
- Perform all Royalty & Tax submissions on a scheduled 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 Care Professional's concerns or problems with the owner or other staff members as appropriate
- Ensure Home Instead standards are met and upheld
- Maintain regular attendance at the office to execute job responsibilities
- Demonstrate open and effective communication with owner, colleagues, and Care Professional's
- Reflect the core values of 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead franchise).

**Secondary Responsibilities**:

- Make one-time, mínimal adjustments to existing client schedules upon request
- Assist in the hiring process for new Care Professional's, including fielding employment inquiries, phone screening applicants, scheduling interviews, and conducting reference checks
- Assist with the new Care Professional's 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 visitor's purpose and notify the appropriate staff member of their arrival
- Enter and maintain accurate client and Care Professional's 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**:

- 100% of calls answered by 2nd ring
- Billing process conducted completely, accurately, and on time every period
- 100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB, etc.) submitted completely, accurately, and on time
- All receivables aged greater than 60 days actioned appropriately 100% of the time
- Care Professional's hiring process conducted completely, accurately, and timely, meeting home office, federal and provincial requirements 100% of the time

**Education/Experience Requirements**:

- College certificate or diploma in accounting or payroll administration required
- 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
- Mus