Admin & Bookkeeping Assistant (ONLY Toronto, Canada based candidates)

Location: Remote (Toronto, Canada - Only candidates based in Toronto will be considered)

Employment Type: Full-Time

Job Summary

We are seeking a highly organized and detail-oriented Admin & Bookkeeping Assistant to support the daily operations of our office. This role combines general administrative support with a strong emphasis on invoicing, bookkeeping, and basic accounting. The ideal candidate is proactive, efficient, and experienced in maintaining accurate financial records while also assisting with a variety of office tasks.

Key Responsibilities

Bookkeeping & Accounting Duties (Primary)

Prepare and issue client invoices in a timely and accurate manner.

Record day-to-day financial transactions and post journal entries.

Reconcile bank statements, credit cards, and other financial accounts.

Assist in accounts receivable and accounts payable processes.

Monitor and follow up on outstanding invoices.

Maintain and update general ledgers and financial records.

Support monthly, quarterly, and year-end closing processes.

Assist with payroll data entry and reports as needed.

Administrative Duties

Provide general administrative support, including managing phone calls, emails, and other correspondence.

Schedule appointments, meetings, and conferences for Executive Partners.

Maintain and update company records, databases, and filing systems.

Support onboarding of new staff and assist with HR admin tasks.

Assist in preparing reports, presentations, and other business documents.

Maintain confidentiality of sensitive information.

Assist in organizing company events, workshops, and conferences.

Support event logistics, including venue selection, catering arrangements, and guest invitations.

Contribute to special projects and initiatives as assigned by management.

Research and gather information to support decision-making processes.

Leverages AI Tools for research, process improvement and problem-solving.

Qualifications

Education: Diploma or degree in Accounting, Business Administration, or related field.

Experience: 2+ years in a similar administrative and bookkeeping role.

Proficient in accounting software (e.g., QuickBooks).

Skilled in Microsoft Office (Excel, Word, PowerPoint, Outlook) and cloud-based tools (e.g., SharePoint).

Familiarity with invoicing systems or CRM tools is a plus.

Strong organizational and multitasking skills.

Excellent attention to detail and accuracy.

Ability to work independently and collaboratively.