Job Description: Bookkeeper & Administrative Assistant (QuickBooks Specialist)

Position Overview

We are seeking a highly organized and detail-oriented Bookkeeper & Administrative Assistant with strong experience in QuickBooks and advanced Excel skills. The ideal candidate is responsible, reliable, and demonstrates excellent written and verbal communication in English. This role supports financial accuracy and daily administrative operations.

Key Responsibilities

• Bookkeeping & Financial Management
• Set up accounting processes and procedures
• Maintain accurate and up-to-date financial records using QuickBooks
• Process accounts payable and receivable, including invoicing and collections follow-ups
• Reconcile bank statements, credit cards, and vendor accounts regularly
• Assist with month-end and year-end closing procedures
• Prepare financial reports, summaries, and basic analysis for management
• Prepare HST and other submissions
• Ensure all financial data is complete, accurate, and properly documented
• Manage payroll, submit and issue ROE and other documents
• Ensure all financial entries, reconciliations, and reports are completed with a high degree of accuracy and attention to detail
• Verify data integrity before submission or reporting to management
• Take ownership of work and proactively identify and correct discrepancies
• Meet deadlines consistently while maintaining quality and completeness of work
• Acknowledge that accuracy in financial reporting is a critical requirement of the role

Administrative Support

• Provide day-to-day administrative support to management and team members
• Maintain organized digital and physical filing systems
• Prepare documents, reports, and correspondence as required
• Manage employee leaves and HR records and expenses
• Order/track warehouse and office supplies
• Manage frequent flyer miles and other programs
• Coordinate scheduling, meetings, and general office tasks
• Support internal workflows including order tracking, documentation, and coordination

General

• Identify opportunities to improve build efficiency, documentation, and standardization
• Collaborate with departments to support ongoing product and process improvements
• Source components, tools, and equipment required for project execution
• Work with all parties by example and with humility
• Build strong relationships as needed with individuals at all levels of client organization to ensure clients have a positive, value-added experience each time
• Communicate effectively with clients, vendors as and when needed to understand their needs and liaise with internal teams to ensure execution
• Perform additional duties as required to support overall company operations
• Confidentiality & Data Protection
• Maintain strict confidentiality of all financial, operational, and customer information
• Handle sensitive company data with discretion and in accordance with internal policies
• Ensure that all financial records and communications are securely stored and protected
• Refrain from disclosing any company information without proper authorization, both during and after employment

Qualifications & Skills

• Strong proficiency in QuickBooks (mandatory)
• Proven experience as a Bookkeeper, Administrative Assistant, or similar role
• Advanced knowledge of Microsoft Excel (formulas, data tracking, reporting)
• Excellent attention to detail and high level of numerical accuracy
• Strong written and verbal English communication skills
• Highly organized with the ability to manage multiple tasks effectively
• Responsible and reliable with strong follow-through
• Ability to work independently and meet deadlines
• High level of integrity when handling confidential information
• Proactive, detail-focused, and solution-oriented
• Professional, dependable, and accountable work ethic

Industry Experience (Preferred)

• Experience in manufacturing, lighting, or project-based industries is considered an asset
• Familiarity with inventory management, purchase orders, and project costing is preferred

Email

• Resume
• Salary expectations
• Preferred start date

Pay: $17.20-$31.41 per hour

Ability to commute/relocate:

• Oakville, ON L6H 5S4: reliably commute or plan to relocate before starting work (required)

Application question(s):

• What are your salary expectations?
• When can you start?

Education

• Bachelor's Degree (preferred)

Experience

• Bookkeeping/Accounting: 5 years (preferred)

Work Location: In person