Bookkeeper / Administrative Assistant

The ML Group; Toronto; On-site; CAD 44,000 - 50,000; Full time

Benefits offered by this job

Extended health care

Dental care

Vision care

RRSP matching

Paid vacation & statutory holidays

On-site parking

Job summary

The ML Group in Toronto, Ontario is seeking a reliable Bookkeeper / Administrative Assistant to support daily bookkeeping and office operations for five related companies. You will manage QuickBooks Online for five entities, handle accounts payable and receivable, invoicing, collections, reconciliations, and month-end processes, and provide general administrative support.

The role is in-person at 541 Commissioners St, Toronto, with 40–44 hours weekly and a competitive hourly rate; benefits

Qualifications

• Three to five years of Canadian bookkeeping experience.
• Postsecondary education in accounting, bookkeeping, finance, business administration, or related field.
• Strong QuickBooks Online experience.
• Experience with accounts payable, accounts receivable, invoicing, collections, and account reconciliations.
• Proficiency in Microsoft Excel, Word, and Outlook.

Responsibilities

• Maintain records for five companies using QuickBooks Online.
• Manage accounts payable and accounts receivable.
• Process supplier invoices and prepare payments for approval.
• Prepare customer invoices and apply payments to customer accounts.
• Reconcile five bank accounts, three credit cards, and biweekly payroll transactions.
• Prepare journal entries, accruals, and month-end reconciliations.
• Process deposits and record cheque, cash, electronic, and credit card payments.
• Prepare accounting records and supporting documents for the external accounting firm.
• Assist with month-end and year-end financial preparation.
• Monitor accounts receivable aging and follow up on overdue accounts.
• Send statements, payment reminders, and invoice copies.
• Document customer payment commitments and account disputes.
• Complete WSIB reporting and remittances.
• Maintain organized financial and compliance records.
• Provide general administrative support to management and other departments.
• Answer overflow calls and provide telephone coverage when required.
• Respond to general emails and business correspondence.
• Maintain electronic and physical filing systems.
• Prepare spreadsheets, reports, letters, and other documents.
• Coordinate mail, couriers, office supplies, and general office requirements.

Skills

Bookkeeping

QuickBooks Online

Accounts Payable

Accounts Receivable

Invoicing

Reconciliations

Microsoft Excel

Detail-oriented

English communication

Independent work

Education

Postsecondary education in accounting/finance/business administration

Tools

QuickBooks Online

Microsoft Excel

MS Word

Outlook

Job description

Location: Toronto, ON M4M 1A5

Job Type: Full-time, Permanent

Pay: $32.00 to $36.00 per hour

Schedule: Monday to Friday, 40 to 44 hours per week

Work Location: In person

Position Overview

ML Group is looking for an experienced and dependable Bookkeeper / Administrative Assistant to support the accounting and administrative operations of five related companies.

The successful candidate will manage day-to-day bookkeeping using separate QuickBooks Online files, including accounts payable, accounts receivable, invoicing, collections, reconciliations, WSIB reporting, and month-end preparation. This position also provides general office support and occasional overflow telephone coverage.

Payroll is processed by management. This role is responsible for reconciling payroll transactions.

Key Responsibilities

Bookkeeping and Accounting

• Maintain accurate records for five companies using QuickBooks Online.
• Manage accounts payable and accounts receivable.
• Process supplier invoices and prepare payments for approval.
• Prepare customer invoices and apply payments to customer accounts.
• Reconcile five bank accounts, three credit cards, and biweekly payroll transactions.
• Prepare journal entries, accruals, and month-end reconciliations.
• Process deposits and record cheque, cash, electronic, and credit card payments.
• Prepare accounting records and supporting documents for the external accounting firm.
• Assist with month-end and year-end financial preparation.

Collections and Compliance

• Monitor accounts receivable aging and follow up on overdue accounts.
• Send statements, payment reminders, and invoice copies.
• Document customer payment commitments and account disputes.
• Complete WSIB reporting and remittances.
• Maintain organized financial and compliance records.

Administration

• Provide general administrative support to management and other departments.
• Answer overflow calls and provide telephone coverage when required.
• Respond to general emails and business correspondence.
• Maintain electronic and physical filing systems.
• Prepare spreadsheets, reports, letters, and other documents.
• Coordinate mail, couriers, office supplies, and general office requirements.

Qualifications

• Three to five years of Canadian bookkeeping experience.
• Postsecondary education in accounting, bookkeeping, finance, business administration, or a related field.
• Strong QuickBooks Online experience.
• Experience with accounts payable, accounts receivable, invoicing, collections, and account reconciliations.
• Understanding of journal entries, accruals, and month-end procedures.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong attention to detail and organizational skills.
• Ability to work independently and manage multiple priorities.
• Professional written and verbal communication skills in English.
• Ability to handle confidential financial and employee information.

Preferred

• Experience maintaining accounting records for multiple related companies.
• Experience with WSIB reporting.
• Experience in construction, manufacturing, building materials, transportation, or a related industry.
• Experience working with an external accounting firm.

Additional Responsibilities

• Assist management with accounting and administrative projects.
• Recommend improvements to bookkeeping, collections, and office procedures.
• Provide administrative coverage during employee absences or staffing shortages.
• Perform other reasonable duties supporting the company’s accounting and administrative operations.

Compensation And Benefits

• $30.00 to $34.00 per hour, based on experience.
• Overtime pay when applicable.
• Performance-based bonus opportunity.
• Extended health, dental, and vision care.
• Life and disability insurance.
• RRSP matching.
• Paid vacation and statutory holidays.
• On-site parking.

Schedule and Location

• Monday to Friday.
• Approximately 40 to 44 hours per week.
• Occasional overtime may be required during seasonal peaks and financial preparation periods.
• In-person position in 541 Commissioners St. Toronto, Ontario M4M 1A5.
• Applicants must be able to commute reliably or relocate before starting work.