Business Assistant

We are seeking a detail-oriented Business Assistant to oversee company day-to-day bookkeeping, financial documentation, and general HR & office administration work. This role serves as the key support for company operation, liaising with local vendors, external accountants, and overseas head office. Payroll processing is not required for this position.

Location: Puslinch, ON (near Guelph), In Office (5 days per week)

Employment Type: Full-Time, Monday - Friday 8:30am - 5:00pm

Pay Rate Range: $25.00/hour to $28.00/hour

Vacancy: Existing

Duties & Responsibilities

• Perform full-cycle bookkeeping via Exact system, including accounts payable (AP), accounts receivable (AR), expense coding and transaction recording.
• Complete monthly bank reconciliations, ensure accurate and up-to-date financial records.
• Manage and track company expenses, vendor bills and customer receipts. Responsible for bi-weekly bank payment application, review and submit payment requests accurately following company procedures.
• Prepare, reconcile and file monthly/quarterly HST/GST returns with CRA or partner.
• Maintain general ledger, conduct month-end closing procedures, and prepare organized financial working papers for external CPA year-end audit and tax filing.
• Sort, verify and archive all financial documents, receipts and statements in compliance with CRA record-keeping requirements.
• Assist in preparing monthly and annual company capital budget plans, sort out budget data, track basic budget implementation and submit regular budget reports.
• Liaise and communicate head office, local vendors, suppliers, and external accounting firms.
• Handle employee onboarding & offboarding procedures, prepare employment documents, and maintain accurate personnel files with our HR partner.
• Manage employee benefit administration with our HR partner, leave/vacation/sick day records and employee data updates.
• Daily office administration work, such as reception, documentation management, assist in arranging the business travel of General Manager.
• Complete ad-hoc business and administrative tasks assigned by management.

Requirements

• Mandarin and English bilingual proficiency (spoken and written) is mandatory for communication with the head office.
• 3+ years of hands-on experience with full-cycle bookkeeping.
• Must be familiar with Ontario business accounting procedures and HST/GST filing process.
• Basic HR administrative experience is preferred.
• Strong attention to detail, organized, able to manage multi-task workload independently.
• Proficiency in MS Office (Excel, Word).

Pivotal Integrated HR Solutions is committed to fair and equitable recruiting practices in accordance with the Accessibility for Ontarians with Disability Act (AODA). Persons with disabilities are encouraged to come forward at any stage of the recruitment process to request accommodations, if needed.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.