Bookkeeper/Office Administrator

Overview

We are seeking a highly organized and detail-oriented Bookkeeper / Office Administrator to join our We Care team. This role is essential in maintaining smooth office operations, managing financial records, and supporting various administrative functions. The ideal candidate will have experience with accounting software and possess strong bookkeeping skills to ensure accurate financial reporting and efficient office management for this charity.

Duties and Responsibilities

Bookkeeping

• Weekly event invoicing and posting of online purchases, pledges, and donations
• Post-event wrap-up including cash deposits, general journal entries, and reconciliation
• Tracking and remittance of quarterly HST filings
• Manage the creation, distribution and tracking of all tax receipts, while ensuring CRA compliance
• Preparation and deposit of all cash and cheques
• Weekly reconciliations of bank accounts and all payment gateways
• Full monthly bank reconciliations of accounts as well as GIC investments
• Monthly follow up, statement mailing and reporting on all outstanding Accounts Receivables / Accounts Payables
• Audit preparation, including posting pre-paid revenues and expenses, filing, year-end closing
• Completion of year end charity tax return T3010
• Completion of payroll, tax payments and filing of company staff T4’s
• Remittance of WSIB filings
• Enter donation and purchase transactions into accounting/CRM systems
• Provide ongoing QuickBooks support, as needed
• Work with assigned auditor and banking institutions
• Support the preparation of all annual and event budgets and assist with account reconciliations
• Prepare month end financial reports for board reporting and other financial reporting
• Maintain organized bookkeeping records and documentation
• Other duties as assigned

Office Administration

• Provide customer service to both internal and external customers including volunteers, suppliers, sponsors, and staff
• Co-ordinate office activities and operations to ensure the organization’s efficiency
• Create and update records, databases, and contacts
• Track and order office supplies, as needed and coordinate the maintenance and repair of office equipment and services – computers, IT, internet, photocopiers, telephone system, etc.
• Maintain and organize office storage rooms and files
• Prepare office for internal meetings including set up and catering needs, as required
• Manage mailings, shipping and courier services
• Ensure the cleanliness of the office through daily, weekly, and monthly cleaning duties (kitchen, general office)
• Assist with the planning, execution, attendance at, and wrapping up of We Care events as assigned; this may include some evenings, weekends, and overnights
• Other duties as assigned

Qualifications and Requirements

• Relevant post-secondary education and/or proven successful experience with financial & office management, preferably within not-for-profit
• Knowledge of account analysis, bank reconciliation, and budgeting processes
• Strong background in bookkeeping, accounts payable, accounts receivable, and account reconciliation
• Experience in payroll processing and understanding of payroll systemsExcellent written and verbal communication skills
• Exceptional organizational, time management, and multi-tasking skills, with strong attention to detail in a fast-paced environment
• Proven ability to work independently and co-operatively on a team
• The ability to adapt to last-minute changes and work well under pressure, including independent decision making
• Excellent attention to detail and problem-solving skills
• Excellent people skills and ability to relate well with staff, volunteers, and donorsHigh level of integrity
• Tech-savvy, with an ability to quickly learn intricate online/computer applications
• Proficiency in Microsoft Office (Outlook, Excel, Word, etc.), with high level of Excel experience.

Knowledge in the following programs is considered an asset:

• CRMs and donor management systems
• Online event registration and fundraising platforms
• Accounting and payment systems (e.g., QuickBooks, Square)
• Word Press and/or HTML
• Adobe Creative Suites (InDesign, Photoshop, etc.)
• Social Media Platforms (Facebook, Twitter, Instagram, LinkedIn, etc.)
• Oral and written French language an asset

Physical Requirements:

• Valid Ontario driver’s license and the use of an appropriately insured reliable vehicle (vehicle will often be used for picking up and drop