Position Title: Receptionist / Bookkeeper
Location: Etobicoke, ON
Reporting To: Branch Manager – Toronto
Schedule: Monday to Friday, 8:30 AM – 5:00 PM
Call Volume: Approximately 4–5 calls per hour
Accounting Scope: Light/basic bookkeeping duties
Location: Etobicoke, ON
Reporting To: Branch Manager – Toronto
Schedule: Monday to Friday, 8:30 AM – 5:00 PM
Call Volume: Approximately 4–5 calls per hour
Accounting Scope: Light/basic bookkeeping duties
Interview Process
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1 virtual interview
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1 onsite interview (if required)
Compensation & Benefits (After 3 Months)
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Health & Dental Coverage (50/50 cost share)
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Short-Term & Long-Term Disability
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RRSP: 4% of previous year’s salary
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Paid Time Off: 2 weeks vacation + 1 week during the holiday season
Primary Responsibilities
📞 Reception & Communication
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Professionally answer and route incoming calls
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Monitor and manage reception and order desk voicemails; forward as necessary
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Greet and assist office visitors; maintain a polished front desk presence
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Update voicemail greetings for regular hours, holidays, and seasonal closures
✉️ Mail & Invoicing
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Sort, process, and mail invoices (Canada, U.S., and International)
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Operate Neopost mail machine and manage postage account
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Prepare and distribute monthly customer statements
🗂 Administrative Support & Filing
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Accurately file invoices, purchase orders, and picking tickets
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Bind records and reorder supplies when needed
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Monitor and replenish office materials (e.g., brochures, catalogs, toner)
🧼 Office & Facility Upkeep
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Maintain cleanliness and organization of reception and shared spaces
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Support kitchen upkeep and complete daily office shutdown procedures
🎉 Event & Holiday Coordination
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Organize internal events (e.g., Pizza Days, holiday luncheons)
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Handle mailing of holiday cards/gifts and decorate the office seasonally
📦 Inventory & Supplies Management
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Perform weekly checks on office and kitchen supply inventory
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Place orders and liaise with vendors as needed
📋 General Office Duties
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Post signage for business hours, holidays, and closures
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Ensure fax machine is maintained and contact lists are current
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Provide clerical support to staff across departments
Secondary Responsibilities
💳 Payment Processing & Account Administration
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Process payments and cheque deposits using a scanner
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Maintain deposit records in Excel and submit weekly to Head Office
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Follow up on overdue accounts and send monthly statements
✅ Credit Checks & Order Release
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Conduct credit checks and approve order releases
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Ensure C.O.D. payments are received before order processing
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Assist Sales team with credit limits and account information
🧾 Customer Records & Pricing Updates
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Maintain and update customer information in ERP (contacts, pricing, shipping)
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Adjust group discounts and default settings as required
🧮 Supplier Invoice Matching & Payments
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Match invoices with packing slips and quotes
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Resolve any discrepancies and process payments (cheque or credit card)
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Submit approved invoices to Head Office
💼 Expense Tracking & Reporting
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Reconcile and submit monthly credit card statements
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Manage petty cash and report expenditures with receipts
Required Competencies
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Basic accounting knowledge and familiarity with bookkeeping terminology
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Proficiency in Microsoft Office Suite, especially Excel
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Strong written and verbal communication skills
Key Attributes for Success
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Highly detail-oriented and organized
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Strong mathematical and analytical skills
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Professional demeanor and collaborative attitude
#ONDT
Contract Info / Information sur le contrat
- Job ID / No. du Poste: 48295327
- Open Positions / Postes Ouverts: 1
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