Accounting & Office Manager

Position: Accounting & Office Manager

The company manages a portfolio of over 20 commercial locations throughout Southeastern Ontario.

As the Accounting & Office Manager, you will oversee financial and operational functions across accounting, administration, and support areas, ensuring smooth, efficient company operations.

You will need to have extensive knowledge of administrative duties and business management principles. You should also be highly organized, self-motivated, and possess excellent attention to detail.

In addition to providing financial, accounting, and maintenance oversight to the 20 properties, you will also support in maintaining several other physical assets owned by the principal business proprietors.

This role has been designed to provide maximum flexibility for a candidate who would like to work a 15 to 20 hour per week arrangement, with the ability to perform some of the job tasks remotely.

Key Responsibilities:

Accounting, Finance & Taxation

• Oversee month-end closing, journal entries, and reconciliations, and ensure timely processing of A/P and other financial documents.
• Prepare monthly financial reporting, conduct detailed G/L analysis, and manage expenditures to align with budget objectives.
• Manage tax responsibilities, including sales and corporate tax filings, HST reconciliation, and coordinating with external accountants.
• Conduct expense forecasting and assist in budgeting for department expenses.
• Monitor cash flow and prepare variance analyses to identify budget discrepancies.

Office & Facility Management

• Coordinate office and facility maintenance, handle utility accounts, office supplies, and security access management.
• Maintain vendor contracts, assist with company-owned equipment and fleet maintenance, and manage office safety and cleanliness protocols.
• Develop office policies and procedures, and ensure that they are implemented appropriately.

Payroll, Hiring & HR Administration

• Process bi-weekly and monthly payrolls for staff and assist with HR administrative tasks, including benefits coordination and employee documentation.
• Oversee hiring and onboarding processes, including posting job openings, coordinating interviews, and handling new hire orientation.
• Manage employee records related to vacation, sick time, and other paid leaves.
• Support employee engagement initiatives and coordinate training programs as needed.

Sales, Warehouse & Ad Hoc Support

• Support sales through inventory reporting, manage slow-moving stock, assist with showroom appointments, and handle miscellaneous requests from the sales team.
• Provide warehouse support through cost tracking and analysis and oversee equipment purchasing and maintenance.
• Take on ad hoc projects as they arise, including IT support coordination and assisting with investment projects like office or warehouse expansions.

Qualifications:

• Diploma or degree in accounting, finance, or a related field is an asset, but not a requirement.
• 5 years of experience in accounting, finance, or office administration.
• Proficiency in QuickBooks and financial reporting.

Note: This job description does not list all the duties of the job. You may be asked to perform other duties as determined.

Job Type: Part-time, Permanent

Benefits:

• Excellent Salary
• Health Spending Account
• Vacation time off
• RRSP match
• Flexibility

Schedule:

• To be determined

Experience:

• Accounting, finance, office administration: 5 years (preferred)

Language:

• English

Location:

• Kingston, ON