Accounting & Administrative Coordinator

Overview:

Are you an experienced accounting professional who is highly organized, detail-oriented, and comfortable taking ownership of day-to-day accounting responsibilities? Do you have strong QuickBooks experience and a solid understanding of General Ledger accounts, HST filings, reconciliations, and financial record keeping? If so, this role may be a great fit.

We are seeking an experienced Accounting & Administrative Coordinator to manage the day-to-day accounting requirements for multiple companies. The primary focus of this position is accounting, including maintaining accurate financial records, managing General Ledger accounts, preparing HST filings, performing reconciliations, and supporting month-end and year-end processes.

In addition to the accounting function, this position will provide administrative support to the President and the Director of Finance, primarily related to business correspondence, stakeholder communication, documentation, organization, and follow-up across the various companies.

Key Responsibilities (clearly defined and results-focused):

• Accounting & Financial Record Keeping:

Manage day-to-day accounting activities for multiple companies, ensuring financial records are accurate, complete, and current. Maintain accounting records and transactions within QuickBooks, including accounts payable and accounts receivable.

• General Ledger & Reconciliations:

Maintain and reconcile General Ledger (GL) accounts, bank accounts, and credit cards. Prepare and post journal entries, review account activity, identify discrepancies, and make or coordinate required adjustments.

• HST & Compliance:

Prepare and file HST returns accurately and within required deadlines. Maintain supporting documentation and ensure financial records are properly organized and maintained in accordance with accounting and reporting requirements.

• Month-End & Year-End Accounting:

Support month-end and year-end accounting processes, including account reconciliations, adjusting entries, supporting schedules, and preparation of information required by external accountants.

• Accounts Payable & Accounts Receivable:

Manage accounts payable and accounts receivable functions across the companies, including processing invoices and payments, monitoring outstanding balances, maintaining vendor and customer records, and completing required follow-up.

• Financial Reporting & Organization:

Prepare accounting reports, schedules, and financial information as required. Maintain well-organized accounting files and supporting documentation and ensure accounting deadlines and outstanding items are proactively tracked and completed.

• Business & Administrative Support:

Provide administrative support to the President as required, including preparing and managing business correspondence, documentation, organization, and follow-up across multiple companies.

• Stakeholder Communication:

Draft and manage professional email correspondence and communicate with accountants, customers, vendors, financial institutions, management, and other stakeholders. Ensure requests for information, documentation, and outstanding matters are followed through to completion.

Qualifications:

• Minimum 3 years of relevant accounting or bookkeeping experience, with hands-on responsibility for day-to-day accounting functions.
• Strong understanding of General Ledger accounting, accounts payable, accounts receivable, journal entries, and account reconciliations.
• Strong working knowledge of QuickBooks is required.
• Experience preparing and filing HST returns is required.
• Experience managing accounting responsibilities for multiple companies or legal entities is an asset.
• Strong numerical aptitude and exceptional attention to detail, with the ability to identify discrepancies and maintain accurate and current financial records.
• Excellent organizational and time-management skills with the ability to independently manage accounting requirements, competing priorities, and deadlines across multiple companies.
• Strong written and verbal communication skills with the ability to prepare professional correspondence and communicate effectively with internal and external stakeholders.
• Proficiency in Microsoft Excel, Word, and Outlook, along with strong overall computer skills and the ability to work effectively within accounting and business systems.
• High degree of professionalism, judgment, and discretion when handling confidential financial, business, and personal information.

Position Details:

This is a full-time, in-office position. The successful candidate will be comfortable independently managing accounting responsibilities across multiple companies while also providing professional business and administrative support to the President as required.