Ea/office Administrator/bookkeeper

**Position Title**: Executive Assistant | Office Manager | Bookkeeper
**Location**: Barrie, Ontario
**Employment Type**: Three to five days per week, the majority of which will be on site.
**Reports To**: Chief Financial Officer

**Position Overview**

We are looking for a proactive, detail-oriented, and highly organized individual to join our team in a hybrid role that combines **bookkeeping**, **executive assistance**, and **office management**. This position plays a critical part in keeping our business running smoothly behind the scenes and supporting our leadership team in their most strategic work.

This role is perfect for someone who enjoys variety, takes initiative, and brings structure and calm to a growing business.

**Key Responsibilities**

**1. Bookkeeping & Financial Administration (Approx. 45%)**

Using **QuickBooks Online (QBO)** and related tools:

- Prepare and issue client invoices, ensuring timely and accurate billing
- Track and follow up on accounts receivable, including client communications
- Process and record staff and contractor expense claims
- Manage accounts payable, including vendor payments and documentation
- Record and reconcile incoming deposits
- Process payroll accurately and on schedule, including CRA remittances and ROEs
- Reconcile monthly bank and credit card accounts
- Maintain accurate general ledger entries and supporting documentation
- Assist with internal reporting, financial analysis, and coordination with the external accountant for year-end and compliance

**2. Executive Assistant Support (Approx. 30%)**

Direct support to the **CEO and CFO**:

- Manage executive calendars, schedule internal and external meetings
- Coordinate travel, logistics, and meeting arrangements
- Prepare meeting agendas, minutes, reports, and presentation materials
- Track action items and ensure follow-through across key projects
- Serve as a point of contact for executive-level communications and scheduling
- Provide administrative support on strategic initiatives and confidential matters

**3. Office Management (Approx. 25%)**

Ensuring a professional and efficient office environment:

- Maintain inventory and order office supplies and equipment as needed
- Serve as the go-to person for office-related questions and minor tech issues
- Organize filing systems to support team collaboration and audit-readiness
- Maintain data integrity of CRM
- Liaise with vendors, service providers, and landlords as required
- Plan and support internal meetings, events, and team-building initiatives
- Help uphold a positive and professional office culture

**Qualifications & Experience**
- **Education**: Diploma or certificate in accounting, bookkeeping, office administration, or a related field
- **Experience**:

- Minimum 3 years in a blended role involving bookkeeping and executive support
- Small business or professional services firm experience preferred
- **Skills**:

- Proficient in **QuickBooks Online**, Microsoft Office Suite
- Familiarity with payroll platforms, expense tools, and document management systems
- Excellent written and verbal communication
- Strong attention to detail, time management, and follow-through

High level of discretion and sound judgment

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Bookkeeping: 3 years (required)

**Language**:

- English (required)

Work Location: In person

Application deadline: 2025-04-25
Expected start date: 2025-05-05