Position Title: Bookkeeper & Administration Associate

Reports To: Office Manager

Position Summary:

We are seeking a seasoned, hands‑on Bookkeeper to manage the day‑to‑day financial operations of our Canadian company and its related U.S. entity. This is a high‑trust, high‑responsibility role suited to someone who enjoys taking ownership, keeping things accurate and organized, and serving as a steady financial backbone for the business.

This role goes beyond transactional bookkeeping. You will play a key role in maintaining financial clarity across multiple entities, supporting leadership with reliable information, and ensuring the business runs smoothly from both a financial and operational standpoint.

Who This Role Is For:

You are the kind of person who:

• Notices when numbers don’t look right—and fixes them
• Enjoys owning processes end‑to‑end, not just entering data
• Is comfortable working independently and making judgment calls
• Has experience with multiple companies, intercompany transactions, and cross‑border operations
• Doesn’t mind helping with administrative or office tasks when needed—the work just needs to get done

Key Responsibilities:

Accounting & Bookkeeping Ownership

• Own Accounts Receivable and Accounts Payable for Canadian and U.S. entities
• Prepare and issue client invoices, follow up on collections, and maintain AR aging
• Enter vendor bills, manage payment timing, and maintain AP accuracy
• Maintain accurate general ledgers across multiple related companies
• Track, reconcile, and properly allocate intercompany transactions
• Reconcile bank accounts, credit cards, cash, and revenues on a regular basis
• Monitor and organize high volumes of recurring credit‑card activity across multiple cards
• Monitor cash flow and flag issues or trends for leadership
• Assist with month‑end and year‑end close, working with external accountants as needed

Administrative & Office Support

• Support general office administration as needed (mail, banking, organization)
• Maintain highly organized digital and physical filing systems
• Assist leadership with ad‑hoc financial or administrative projects
• Step in where needed to support business operations—this is a small, collaborative team

Qualifications

• 5+ years of hands‑on bookkeeping experience in a small or mid‑sized business
• Post‑secondary education in Accounting, Finance, or a related field
• Strong working experience with QuickBooks Online
• Experience with Harvest and Dext or similar tools
• Experience supporting multiple entities, ideally including cross‑border (Canada/U.S.) operations
• Strong understanding of AR, AP, reconciliations, and month‑end processes

Skills & Competencies:

• Self‑starter with a proactive mindset
• Strong analytical and problem‑solving abilities
• Comfortable working under deadlines in a fast‑paced environment
• Ability to suggest process improvements and efficiencies
• Excellent multitasking and planning skills
• High attention to detail and accuracy—numbers matter here
• Ability to work independently, prioritize effectively, and meet deadlines
• Strong sense of professionalism, integrity, and confidentiality
• Able to translate informal or high‑level requests into clear, actionable tasks
• Comfortable prioritizing and organizing work when information is incomplete or evolving
• Strong ability to create clarity, structure, and outcomes in a creative environment
• Confident communicator who can clarify expectations without slowing momentum
• Adaptable and solutions‑oriented when requests are not presented in a linear way

Why This Role Appeals to the Right Candidate

• A visible, trusted role with direct access to leadership
• Clear ownership and accountability
• Opportunity to bring order, consistency, and improvement to financial operations
• Stable, long‑term position with a company that values reliability and follow‑through

Work Environment & Communication Style

We are a marketing agency, which means you’ll be surrounded by creative, strategic, and fast‑moving thinkers. Requests and ideas don’t always come in a linear or step‑by‑step format.

The ideal candidate is someone who can:

• Listen to high‑level or non‑linear requests
• Ask smart clarifying questions when needed
• Translate those asks into a clear to‑do list, timeline, and defined outcome
• Execute with accuracy and follow‑through

This role requires the ability to bring structure, organization, and clarity to an environment where ideas often move quickly and evolve in real time.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Tuition reimbursement
• Vision care

Flexible language requirement:

• French not required

Ability to commute/relocate:

• Oldcastle, ON: reliably commute or plan to relocate before starting work (required)

Education

• Bachelor's Degree (preferred)

Experience

• Bookkeeping: 5 years (required)

Work Location: In person