Become a Care Professional >> Bookkeeper and Office Coordinator

Bookkeeper and Office Coordinator

Description

1719094 Ontario Inc. d.b.a. Home Instead - Toronto East

Bookkeeper & Office Coordinator

Term: Permanent Part-Time (15-20 Hours per week)

Compensation: $30.00 - $40.00 per Hour

Objective :

The Bookkeeper and Office Coordinator plays a key role in supporting both the financial integrity and administrative efficiency of the organization. This position is responsible for maintaining accurate financial records within the general ledger while overseeing a range of clerical and administrative tasks. By ensuring precise bookkeeping and maintaining smooth office operations, the role directly contributes to delivering high-quality service to our clients and fostering an organized, professional workplace.

Primary Responsibilities:

Bookkeeping

• Generate all client invoices, manage their distribution, and follow up on any outstanding receivables
• Receive, book, and manage all client payments (including service deposits) in accordance with established practices and across all payment systems
• Manage and oversee all aging receivables, client billing issues or inquiries, and any delinquent accounts as necessary
• Update and maintain all client files with the appropriate/relevant financial information and contacts
• Maintain necessary side ledger(s) for billing, tax, and client account reconciliations
• Book all monthly invoices/expenses relevant to the ongoing operations of the office and process payments as required
• Perform monthly bank account reconciliations
• Administer the existing payroll system and associated distributions for all Care Professionals
• Perform quarterly HST filings and payments with the Senior Bookkeeper
• Perform quarterly & annual financial reviews with the Managing Director
• Maintain existing documented bookkeeping policies & procedures while documenting new practices as required
• Perform monthly Non-Resident Tax submissions on a timely 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/or Care Professional's concerns or problems with management or other staff members as appropriate
• Maintain regular attendance in the office to ensure the execution of ongoing job responsibilities
• Demonstrate open and effective communication with the owner, colleagues, and Care Professionals
• Reflect the core values of the company as an independently owned and operated Home Instead office

Secondary Responsibilities:

• Make one-time, minimal adjustments to existing client schedules upon request
• Assist in the hiring process for new Care Professionals, including fielding employment inquiries, phone screening applicants, scheduling interviews, and conducting reference checks
• Assist with the new Care Professionals' 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 purpose and notify the appropriate staff member of their arrival
• Enter and maintain accurate client and Care Professional 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 stationery
• Occasional evening and weekend on-call responsibilities
• Support office colleagues as necessary

Critical Numbers:

• Ensure 100% of calls are answered by the 3rd ring
• Complete the client invoicing process accurately and on time with every invoicing period
• Complete the Care Pro payroll process accurately and on time with every payroll period
• Complete and file 100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB, etc.) accurately, and on time
• Action all receivables aged greater than 60 days appropriately 100% of the time
• Any/all assistance in our Care Professional hiring process must be conducted professionally, accurately, and on time

Education/Experience Requirements:

• A college certificate or diploma in accounting or payroll administration is 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.

Essential Competencies: