Bookkeeper - I

4 weeks ago

Toronto, Canada JP Towing Service & Storage Ltd. Full time

**Job Title: Bookkeeper**
- Location: (In-person) 11 Glen Scarlett Rd, Toronto, ON M6N 1P5. _

**Primary Roles & Responsibilities**
- Facilitate the processing and payment of all government remittances that are approved by management, utilizing the company bank account.
- Handle the processing and payment of all approved utility bills through the specified company bank account.
- Manage the processing and payment of all company expenses approved by management, utilizing the designated company bank account.
- Monitor the in-house mailboxes on a daily basis and promptly redirect pertinent mail to the appropriate individuals within the management team.
- Collaborate closely with the Fleet Manager regarding truck-related expenses requiring approval from the Director of Operations. Upon clearance, ensure timely payment of these expenses.
- Ensure prompt processing and payment of invoices, expenses, and utilities within the approved budget specified by management. Moreover, ensure accurate and timely updating of relevant information in our systems.
- Provide timely reminders to the management team when bill due dates are approaching to prevent any potential late fees or penalties.
- Await approval from management before releasing payment for the invoice processing. Verify all details and repairs to ensure accuracy. Communicate with suppliers/vendors to apprise them of the situation, mitigating the risk of incurring late fees or penalties.
- Perform a bi-monthly cheque running process, obtaining signatures from management, and promptly dispatching the checks to the respective parties to ensure timely payments.
- Collaborate closely with the Vice President of Business Development throughout the vehicle and truck leasing process. Subsequently, establish and uphold a leasing schedule to guarantee timely payments.
- Share the leasing schedule with the auditors at the end of each year to ensure adherence to local and provincial laws and regulations.
- On a monthly basis, conduct a thorough review of the credit card bills. During this assessment, carefully scrutinize the statements for any irregularities or unusual transactions.
- Subsequently, forward the reviewed bills to the Founder for their own comprehensive examination. This collaborative verification process ensures accuracy and accountability in our financial records. Any discrepancies identified should be discussed and verified with the Founder to ensure clarity and rectification.
- Monitor the inventory of company office supplies for all locations including printer ink, boxes etc. regularly and proactively place orders in advance to maintain sufficient stock levels. Utilize the company credit card for these purchases, ensuring timely procurement.
- Coordinate the processing and payment of professional invoices, including but not limited to litigation fees and monthly bills from BrightHR, upon approval by the VP of Business Development. Ensure prompt handling of these invoices to facilitate efficient processing.
- Work in close collaboration with the Accounts Receivable (A/R) department to facilitate the seamless processing of subcontractors' commission cheques. These payments are slated for processing on the 1st and 15th of every month.
- Aim to secure the cheques from the A/R department at least 2 days in advance. This advance collection allows ample time to prepare and subsequently re-share the cheques for timely disbursement to the subcontractors.
- Collaborate closely with the Human Resource Administrator to ensure accurate entry of all information regarding new hires into our payroll system to increase accuracy.
- Collaborate closely with the Director of Operations to review and verify timecards for hourly wage employees in order to process payroll accurately. Adjustments to pay for hourly wage employees who have missed work hours should be made manually. These adjustments need to be processed within the next pay cycle following the date when the discrepancy was noticed.
- Oversee the weekly payroll process for all employees, including the preparation of the employee payroll list. Following a thorough review, prepare cheques for the management team's review and signature. The management team will verify the accuracy of the cheques and sign them. Once the signed cheques are received, ensure they are securely packed for distribution to employees.
- Prepare and distribute ROEs to all employees electronically. Additionally, ensure that a copy of each ROE is updated in our systems.
- Administer and manage employee benefits programs, including health insurance, retirement plans, wellness programs, and other supplementary benefits. Oversee the enrollment, termination, and changes to employee benefit plans.
- Collaborate with the HR team to educate employees on benefit options, conduct orientations, and answer benefit-related inquiries.
- Maintain accurate records and databases related to employee benefits, ensuring data integrity and confidentiality. Liaise with

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