Home Instead® - Toronto East Bookkeeper & Office Coordinator 1719094 Ontario Inc. o/a Home Instead® - Toronto East Objective The Bookkeeper and Office Coordinator is expected to perform a variety of clerical and administrative tasks related to providing our clients with high-quality service and maintaining all related financial transactions within our general ledger.

Primary Responsibilities Bookkeeping

• Generate all client invoices, manage their distribution, and follow up on any outstanding receivables
• Receive, book, and manage all client payments (including service deposits) in accordance with established practices and across all payment systems
• Manage and oversee all aging receivables, client billing issues or inquiries, and any delinquent accounts as necessary
• Update and maintain all client files with the appropriate/relevant financial information and contacts
• Maintain necessary side ledger(s) for billing, tax, and client account reconciliations
• Book all monthly invoices/expenses relevant to the ongoing operations of the office and process payments as required
• Perform monthly bank account reconciliations
• Administer the existing payroll system and associated distributions for all Care Professionals
• Perform quarterly HST filings and payments with the Senior Bookkeeper
• Perform quarterly & annual financial reviews with the Managing Director
• Maintain existing documented bookkeeping policies & procedures while documenting new practices as required
• Perform monthly Non-Resident Tax submissions on a timely basis

Office Administration

• Answer each incoming call in a friendly, professional, and knowledgeable manner, and distribute incoming calls to the appropriate office staff
• Direct new client inquiries and answer any queries relevant to the position’s responsibilities
• Communicate Client and/or Care Professional's concerns or problems with management or other staff members as appropriate
• Maintain regular attendance in the office to ensure the execution of ongoing job responsibilities
• Demonstrate open and effective communication with the owner, colleagues, and Care Professionals
• Reflect the core values of the company as an independently owned and operated Home Instead office

Secondary Responsibilities

• Make one-time, minimal adjustments to existing client schedules upon request
• Assist in the hiring process for new Care Professionals, including fielding employment inquiries, phone screening applicants, scheduling interviews, and conducting reference checks
• Assist with the new Care Professionals' onboarding process, duties may include conducting background checks, reviewing, and finalizing onboarding documents.
• Greet and welcome each visitor to the office in a friendly, warm, and professional manner, determine each visitor’s purpos,e and notify the appropriate staff member of their arrival
• Enter and maintain accurate client and Care Professional records in the operating system
• Organize and distribute the daily mail according to prior instructions and post outgoing mail
• Create form letters, labels, mail merges, and information packages
• Order and stock office supplies and stationery
• Occasional evening and weekend on-call responsibilities
• Support office colleagues as necessary

Critical Numbers

• Ensure 100% of calls are answered by the 3rd ring
• Complete the client invoicing process accurately and on time with every invoicing period
• Complete the Care Pro payroll process accurately and on time with every payroll period
• Complete and file 100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB, etc.) accurately, and on time
• Action all receivables aged greater than 60 days appropriately 100% of the time
• Any/all assistance in our Care Professional hiring process must be conducted professionally, accurately, and on time

Education/Experience Requirements

• A college certificate or diploma in accounting or payroll administration is required
• High proficiency in Microsoft Office Suite and QuickBooks Desktop application
• A minimum of one year of related business experience or an equivalent combination of education and work experience
• Must possess a valid driver’s license
• Must be eligible for work in Canada
• Must be able to pass and meet Criminal Background Check requirements

Knowledge, Skills, And Abilities

• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information, and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity, and fair-mindedness consistent with company standards, practices, policies, and procedures
• Must have the ability to organize and prioritize daily, monthly, and yearly work
• Must be able to establish good working relationships with management, colleagues, franchise owners, and their staff
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be patient and congenial on the telephone
• Must be able to perform duties in a professional office setting
• Must have an understanding of and uphold the policies and procedures established by 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead franchise)

Essential Competencies Key Characteristics Delivering Results Maintaining a high level of commitment to personally getting things done. People who are competent at delivering results assume personal responsibility for achieving outcomes and work effectively with little direction. They are dependable and responsible. Customer Service Recognizing and understanding customers’ needs and delivering in a manner that exceeds customers’ expectations. People who are competent at customer service have a desire to please customers and can recognize customers’ needs. They consistently do more than is required of them to ensure that the customer is satisfied. Influencing & Persuading Convincing others to adopt a course of action. People who display this competency influence others without being excessively aggressive or pushy. They understand their audience and modify their method of persuasion accordingly. They are confident and do not give up easily. Teamwork & Collaboration Effectively working and collaborating with others toward a common goal. People who are competent at teamwork build and maintain cooperative work relationships with others. They complete their own tasks for group projects in a timely and responsible manner and directly contribute to reaching the group's goal. Interpersonal Communication Communicating clearly and effectively with people inside and outside of the organization. People who are competent at interpersonal communication listen effectively and develop rapport with others. They are able to articulate their thoughts and ideas clearly, present information in a straightforward and logical way, and ensure that they are understood. They share information with others that will improve overall work progress. Living Home Instead Build trust, take the lead, share your heart.