BOOKKEEPER & OPERATIONS COORDINATOR

BOOKKEEPER & OPERATIONS COORDINATOR-Richmond Hill, ON

Client performs professional engineering and contracting that provide specialized technical and engineered services for buildings. Their projects combine advanced technologies, professional engineering expertise, and highly experienced workmanship.

• Optimized energy consumption, occupant comfort, and indoor air quality.
• Effective utilization of building assets and implementation of energy retrofit projects with attractive payback periods.
• Informed decision-making related to building systems design, installation, operation, and maintenance.
• Professional and practical approaches from the design phase through construction, implementation, and project completion.

Business consists of two separate companies, each maintaining separate financial accounts:

• A professional engineering firm specializing in building systems engineering, commissioning, energy optimization, and related technical services
• A mechanical contracting company involved in commercial and residential HVAC systems, mechanical installations, and related contracting services.

RESPONSIBILITIES:

• Accounting is administered through QuickBooks Desktop Premier – Contractor Edition. Also work with an established external accounting firm that oversees financial records and performs annual year-end accounting and audit/review requirements.
• Seeking a self-motivated, highly organized, detail-oriented, and enthusiastic individual
• This is a key position within the organization, combining professional bookkeeping and accounting administration with day-to-day operational and executive-level administrative support.
• The successful candidate will initially work closely with senior management in an operations support and coordination capacity, while taking responsibility for the bookkeeping and accounting administration of the companies. The role is intended to provide the successful
• Candidate with a thorough understanding of our business operations, project administration, financial processes, clients, vendors, subcontractors, and internal procedures.
• This position offers a defined opportunity for professional growth. Based on demonstrated performance, leadership ability, initiative, and a strong understanding of the company's operations, the successful candidate is expected to progressively assume greater operational responsibilities, with the opportunity to advance into an Operations Manager role.
• Seeking an individual who is not only an experienced and capable bookkeeper, but also has ambition, organizational ability, business judgment, and interpersonal skills to develop into a broader management role within the organization.
• Work closely with senior management, Project Managers, technical staff, vendors, subcontractors, clients, and external accounting firm.
• Must be comfortable working in a fast-paced engineering and contracting environment where financial administration is closely connected to individual projects, Purchase Orders, labour hours, vendor and subcontractor invoices, progress billing, project costs, and profitability.

Administration & Operations Management

• Actively participate in the company's day-to-day operations and provide administrative and operational support to senior management.
• Act as a key liaison between project operations, management, and accounting functions.
• Interact professionally with clients, vendors, subcontractors, and other business partners as required.
• Coordinate schedules, document client concerns or requests, develop appropriate courses of action where applicable, and report significant matters to management.
• Prepare and issue Purchase Orders to vendors and subcontractors.
• Prepare and issue client invoices with accurate and professional descriptions of the services and work performed.
• Manage and maintain operational schedules, deadlines, appointments, and follow-up items in coordination with management and company staff.
• Answer client calls and prepare, send, receive, and respond to business correspondence and emails.
• Assist with Human Resources administration, including employment documentation, employment contracts, timesheet reviews, Records of Employment (ROE), payroll-related documentation, and WSIB requirements.
• Assist in the preparation and administration of contracts for engineering and mechanical contracting projects.
• Assist with job inquiries and preparation of quotations in collaboration with management and Project Managers.
• Review and analyze submissions, correspondence, letters, agendas, contracts, and other documents; determine their significance and route them to the appropriate personnel in a timely manner.
• Assist management with budgeting, financial planning, and operational cost control.
• Prepare routine executive correspondence, letters, and other business communications.
• Provide general office and administrative support and coordinate or delegate administrative tasks to other staff members where appropriate.
• Maintain organized electronic and physical business, accounting, employee, vendor, client, and project records.
• Maintain a high level of confidentiality regarding company financial information, employee records, contracts, and management matters.
• Demonstrate proficiency in Microsoft Word, Excel, Outlook, and other standard office applications.

Bookkeeping & Accounting

• Perform full-cycle bookkeeping for both companies while maintaining accurate and separate financial records for each entity.
• Maintain a high level of proficiency in QuickBooks Desktop.
• Track, record, analyze, and report costs associated with individual projects.
• Perform bank and credit card reconciliations.
• Manage Accounts Payable (A/P) and Accounts Receivable (A/R), ensuring records are complete, accurate, and current.
• Prepare estimates, one-time invoices, progress invoices, and other project-related billing through QuickBooks.
• Perform project/job costing by accurately allocating staff timesheets, vendor invoices, subcontractor invoices, materials, expenses, and other project costs.
• Monitor project costs against budgets and provide periodic project financial status and profitability reports to management.
• Process weekly and/or semi-monthly payroll and maintain accurate payroll records.
• Prepare payroll remittances and PD7A documentation.
• Prepare and/or coordinate required government and tax filings, including HST, WSIB, T4, T4A, T5018, and applicable tax instalments and remittances.
• Generate financial and management reports through QuickBooks and present relevant financial information to management.
• Conduct ongoing reviews of company accounts and assist management with cash-flow monitoring and planning.
• Reconcile monthly bank accounts, credit cards, and other financial accounts.
• Maintain organized records of receivables and follow up on outstanding client accounts as required.
• Monitor vendor and subcontractor accounts and ensure payments are properly supported, authorized, coded, and recorded.
• Assist management in maintaining compliance with applicable accounting, payroll, and tax requirements.
• Review financial data to assist management in understanding the companies' financial condition, project performance, and overall business performance.
• Prepare internal financial statements and reports providing management with an overview of financial performance and position.
• Prepare comprehensive year-end working papers, reconciliations, schedules, and supporting documentation for submission to the external accounting firm.
• Liaise with the external accountant regarding year-end financial statements, corporate tax filings, audits/reviews, and other accounting matters.
• Maintain accurate, complete, confidential, and well-organized financial records at all times.

QUALIFICATIONS:

• Strong knowledge and practical experience in full-cycle bookkeeping and accounting administration.
• Demonstrated proficiency with QuickBooks Desktop.
• Strong understanding of Accounts Payable, Accounts Receivable, payroll, bank reconciliation, HST, WSIB, and CRA reporting requirements.
• Experience with project/job costing and project-based accounting.
• Advanced working knowledge of Microsoft Excel and proficiency with Word and Outlook.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Ability to communicate professionally with clients, employees, vendors, subcontractors, accountants, and senior management.
• Ability to work independently, take ownership of responsibilities, and follow matters through to completion.
• High degree of professionalism, discretion, integrity, and confidentiality.
• Ability to work effectively in a fast-paced, project-oriented environment.

The following qualifications will be considered significant assets in the selection process:

• 8+ years of relevant experience in bookkeeping, accounting administration, office management, operations management, or a similar combined role.
• Previous experience working for a contracting company, with preference given to candidates who have worked specifically within a mechanical contracting, HVAC, construction, engineering, or other project-based contracting environment.
• Strong hands-on experience with project/job costing, including labour allocation, Purchase Orders, vendor invoices, subcontractor invoices, progress billing, project cost tracking, and profitability reporting.
• Extensive hands-on experience with QuickBooks Desktop Premier – Contractor Edition, particularly in a project-based or contracting business.
• Experience administering the financial records of multiple related companies or business entities with separate accounting records.
• Familiarity with construction-industry accounting and administrative requirements, including WSIB, T5018, progress invoicing, subcontractor payments, Purchase Orders, and project cost control.
• Previous experience supporting business owners, executives, or senior management in a small-to-medium-sized professional or contracting organization.
• Residence within a reasonable commuting distance of our Richmond Hill office, allowing for a shorter and reliable daily commute to this primarily office-based position.