Job Description

Job Overview

We are seeking a detail-oriented and organized Administrative Assistant to support our finance and office operations. The ideal candidate will have a strong background in accounting, bookkeeping, and administrative tasks, with proficiency in various accounting software. This role is essential for maintaining accurate financial records, managing accounts, and ensuring smooth daily operations within our organization. The position offers an opportunity to work in a dynamic environment where attention to detail and efficiency are highly valued.

Core Accounting & Bookkeeping Duties

Maintain accurate, complete, and up-to-date financial records for

multiple companies

using

QuickBooks Online and QuickBooks Desktop

Record daily financial transactions, including accounts payable, accounts receivable, payroll, and general journal entries Maintain and balance general ledgers and subsidiary accounts for each entity Post and review journal entries to ensure accuracy and proper account classification Prepare and maintain trial balances, financial statements, and supporting schedules

Payroll & Government Compliance

Calculate, prepare, and process payroll accurately and on schedule for multiple entities Remit payroll deductions and government source deductions in compliance with applicable regulations Prepare and file required payroll reports (T4s, RL-1s, WSIB/CNESST, etc., as applicable)

Reconciliations & Controls

Reconcile bank accounts, credit cards, loans, intercompany accounts, and other balance sheet items Identify, investigate, and resolve discrepancies in a timely manner Maintain organized and audit-ready financial documentation

Tax & Reporting

Prepare and file periodic tax returns (HST/GST/QST, corporate filings as applicable) Assist with month-end and year-end close for all entities Prepare financial, statistical, and management reports as requested

Corporate Setup, Changes & Wind-Downs

Assist with the

opening of new corporations

, including coordination of bookkeeping setup, chart of accounts, and CRA registrations Assist with

closing or winding down companies

, including final reconciliations and coordination with external professionals Support ongoing corporate compliance and documentation as required

Executive & Administrative Support (Light Duties)

Provide

light executive assistance

to directors, including but not limited to: Assisting with scheduling and coordination of corporate meetings and events Supporting preparation of materials for meetings and internal reviews Managing and organizing their

own work email and task communications

related to bookkeeping and administrative responsibilities Maintain professional communication and follow-up on assigned administrative matters

Collaboration & Support

Work closely with company directors and management to support operations and business growth Coordinate with external CPA and accounting firms during year-end to ensure books are accurate, complete, and ready for review Support budgeting, forecasting, and financial planning initiatives

Administrative & Professional Standards

Maintain strict confidentiality of financial and corporate information Ensure compliance with internal policies, procedures, and accounting standards Meet internal deadlines consistently and manage workload efficiently across multiple companies

Additional Requirements

Proven experience with

QuickBooks Online and QuickBooks Desktop

Ability to manage bookkeeping for

multiple related entities

Strong organizational and time-management skills

Criminal record check required

Professional references required

This position is integral to maintaining the financial health of our organization while providing essential administrative support. We value candidates who are proactive, reliable, and eager to contribute to our team's success.

Job Types: Full-time, Permanent

Pay: $35,000.00-$55,000.00 per year

Benefits:

Company events Dental care Extended health care On-site parking Vision care
Work Location: In person