Accounting & Administrative Assistant - Hybrid

About Gillis

At Gillis, we believe that sales is the lifeblood for all organizations. Our mission is to make sales accessible and achievable to all hotel owners. We also believe that our associates are our biggest asset, and we put our people first over profit. If you are looking for a company that invests in its culture in a fast-paced, supportive, and dynamic environment, we would love to hear from you.

Our clients trust us to increase their revenue and build both short-term and long-term business. We embrace the dynamic nature of our industry and always ask ourselves, "How can this be done better?" and "How can we provide more value?"

Overview

• The Accounting and Administrative Assistant plays a key role in supporting both the Operations and Finance Teams. This position ensures the smooth execution of accounting processes and provides administrative support that enhances internal efficiency and external service.
• The ideal candidate is detail-oriented, organized, and a strong communicator, capable of thriving in a fast-paced, collaborative environment.
• The position is hybrid and reports to the Director of Operations.

What's in it for you?

• Position is hybrid from both the Gillis office and your home office and requires occasional travel for in-person meetings.
• Working within a fun and fast-paced environment, Gillis' culture offers dynamic training, ongoing coaching, and a deep commitment to taking care of our employees.
• Competitive salary $50,000, operations bonus and an annual profit-sharing bonus.
• 15 accrued PTO days per year.
• Additional "Gillis Days" in months without an observed holiday.
• Comprehensive benefits package.
• In-Person team offsites.

Responsibilities

Accounting Support (70%):

• Manage the accounting email inbox, ensuring timely responses and appropriate delegation of inquiries.
• Support month-end financial reporting, including validation of production data.
• Prepare payroll for Canadian and US Teams under guidance from the finance leadership team.
• Process and manage Accounts Payable (AP) and Accounts Receivable (AR), including collections, in compliance with Gillis' internal accounting policies and procedures.
• Assist with the full billing cycle: generate and submit invoices, process payments, and issue related reports on a semi-monthly basis.
• Reconcile transactions from multiple merchant platforms.
• Process purchase orders in alignment with budget guidelines.
• Create and maintain client accounting profiles within company systems.
• Maintain relationships with existing vendors and manage contracts.

Administrative Support (30%):

• Function as the primary point of contact for internal and external communications, routing inquiries to the appropriate team members.
• Coordinate and schedule team travel, accommodations, and transportation.
• Provide data entry and administrative support for systems such as Salesforce and BambooHR.
• Support the Operations and Finance Teams as needed with various business projects.

Requirements

Accounting & Administrative Experience:

• College diploma in business or accounting is preferred.
• 2-3 years of experience in accounting and administrative roles.
• High degree of attention to detail, accuracy, and organization.
• Proven ability to manage confidential information and sensitive financial data.
• Self-motivated and reliable in a remote work setting.

Technical Proficiency:

• Strong ability to use all Microsoft Office applications (i.e. Outlook, Word, Excel, PowerPoint, Microsoft Teams, SharePoint), QuickBooks Online, and/or other accounting software systems, and Salesforce and/or other CRM systems.
• Ability to work remotely from your home office at a computer for extended periods of time.
  

Other Skills:

• Excellent verbal and written communication skills to create and deliver general correspondence, proposals, and reports.
• Strong organization, time management, and adaptability skills are essential.
• A collaborative team player who is goal-oriented, eager to contribute and learn from others, while seeking continuous improvement.
• Trustworthy and possesses solid work ethics.
• Ability to travel occasionally to attend in-person meetings (ie. Team Offsites, etc.).
• Must successfully pass pre-employment screening assessments as a condition of employment.
• Applicant is preferred to reside near Waterloo Region, in Ontario, Canada.

Employee Experience

Don't take our word for it Read below what some team values about working at Gillis:

"I find it remarkable that our company takes pride in doing the right thing, for the sole pleasure of doing the right thing. Integrity, professionalism, and freedom to spread our wings. I cannot think of a better working environment."

"The company makes an extra effort to make sure that their staff is well taken care of mentally and financially."

"I love the opportunity for growth and advancement, the flexibility to work from home, generous paid vacation, good benefits. Great leadership and a team culture."