Bookkeeper/Office Coordinator

City: Mississauga, ON, Canada
Title: Bookkeeper/Office Coordinator
Category: Administrative-Office
Employment Type: Temp-to-Hire


Staffmax is looking for Bookkeeper/Office Coordinator ASAP to fulfill the following (but not limited to) tasks:


The Bookkeeper and Office Coordinator is expected to perform a variety of clerical and administrative tasks related to providing our clients with a high-quality service and while maintaining all related financial transactions within our general ledger.

Primary Responsibilities:


  • 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 CAREGiver concerns or problems with owner or other staff members as appropriate
  • Ensure Home Instead Senior Care standards are met and upheld
  • Maintain regular attendance at the office to execute job responsibilities
  • Demonstrate open and effective communication with owner, colleagues and CAREGivers
  • Reflect the core values of 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead Senior Care franchise).

Secondary Responsibilities:

  • Make one-time, minimal adjustments to existing client schedules upon request
  • Assist in the hiring process for new CAREGivers, including fielding employment inquiries, phone screening applicants, scheduling interviews and conducting reference checks
  • Assist with the new CAREGiver 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 CAREGiver 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 stationary
  • 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
  • CAREGiver 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
  • 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., (d.b.a. an independently owned and operated Home Instead Senior Care franchise)

Please note we thank all applicants for their interest, however only those selected for interviews will be contacted.

Staffmax Staffing & Recruiting