Bookkeeper / Office Administrator (Contract – Full-Time)

Term: 1-Year Full-Time Contract
Compensation: $55,000 – $65,000 annually
Work Location: In-Office/On-Site (Not a Hybrid or Remote position)

Position Overview

The Bookkeeper / Office Administrator plays a central role in ensuring the smooth, professional, and efficient operation of the Home Instead® – Toronto East office. This position is focused on bookkeeping, office administration, and operational support to various departments.

This role is well-suited to individuals with strong attention to detail, exceptional organizational skills, and a commitment to delivering excellent customer service in a fast-paced office environment. The ideal candidate demonstrates strong communication and problem-solving abilities and takes ownership of day-to-day administrative responsibilities.

Primary Responsibilities

    Bookkeeping & Financial Support 

• Generate and distribute client invoices; follow up on outstanding receivables as required
• Receive, process, and record client payments across applicable systems
• Maintain organized financial records and client billing documentation
• Support payroll administration for Care Professionals using the existing payroll system
• Assist with monthly reconciliations and administrative financial reporting
• Support quarterly and annual financial reviews in collaboration with the Senior Bookkeeper and Managing Director
• Assist with HST, WSIB, and other required administrative remittances under established processes
• Maintain and follow documented administrative and bookkeeping procedures
• Make limited, one-time adjustments to client schedules when required

• Maintain a consistent on-site office presence to support daily operational needs
• Answer and route incoming calls in a friendly and professional manner
• Respond to new client inquiries and general questions related to office operations
• Greet and assist office visitors in a professional and welcoming manner
• Provide administrative support to office colleagues and various departments
• Assist with recruitment administration, including responding to employment inquiries, phone screening, interview scheduling, and reference checks
• Support onboarding administration for new Care Professionals (documentation, background checks, and file setup)
• Maintain accurate client and Care Professional records across internal systems
• Order and maintain office supplies and stationery
• Prepare form letters, mail merges, labels, and information packages
• Manage incoming and outgoing mail and courier deliveries
• Communicate client and Care Professional concerns to management as appropriate
• Participate in the weekday evening on-call rotation (approximately four days per month)
• Uphold and model the core values of Home Instead® as an independently owned franchise office

Performance Expectations (Key Measures)

• Incoming calls answered by the 3rd ring, 100% of the time
• Client invoicing and payroll processed accurately and on schedule
• Mandatory remittances and administrative filings are completed accurately and on time
• Receivables aged over 60 days are addressed consistently and appropriately
• Recruitment and onboarding administrative tasks completed accurately and professionally

Education & Experience Requirements

• College certificate or diploma in office administration, bookkeeping, and payroll
• Must have 3-5 years of Bookkeeping experience
• Must have experience with QuickBooks
• Must have strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Must have a valid G or G2 driver’s license in Ontario and eligibility to work in Canada
• Experience in Healthcare or service-based environments is an asset
• Ability to pass a Background Check

Knowledge, Skills & Abilities

• Excellent verbal and written communication skills
• Strong organizational skills with the ability to manage competing priorities
• High level of discretion and confidentiality
• Sound judgment and professional decision-making
• Ability to work independently and collaboratively
• Professional demeanor, reliability, and attention to detail
• Comfort working in a fast-paced office environment
• Commitment to following company policies, procedures, and standards