Home Instead ®

Bookkeeper & Office Coordinator Job Description

1719094 Ontario Inc. d/b/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 while maintaining all related financial transactions within our general ledger.

Primary Responsibilities

Bookkeeping

Process all client billing, including client invoice generation, distribution, and follow-up
Receive, book, and manage all client payments, (including deposits) in accordance with established practices and across all payment systems
Manage and oversee all aging receivables, client billing inquiries, and delinquent accounts as necessary
Update and maintain all client files with the appropriate/relevant financial information
Maintain necessary side ledger(s) for billing, tax, and client account reconciliations
Book all monthly invoices/expenses relevant to the on-going operations of the office and process payments as required
Perform monthly bank account reconciliations
Administer existing payroll system and associated distributions
Perform quarterly HST filings and payments
Perform quarterly & annual financial reviews with Managing Director
Maintain existing documented bookkeeping policies & procedures while documenting new practices as required
Perform all Royalty & Tax submissions on a scheduled 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 Care Professional's concerns or problems with the owner or other staff members as appropriate
Ensure Home Instead standards are met and upheld
Maintain regular attendance at the office to execute job responsibilities
Demonstrate open and effective communication with owner, colleagues, and Care Professional's
Reflect the core values of 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead franchise).

Secondary Responsibilities

Make one-time, minimal adjustments to existing client schedules upon request
Assist in the hiring process for new Care Professional's, including fielding employment inquiries, phone screening applicants, scheduling interviews, and conducting reference checks
Assist with the new Care Professional's 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 purpose and notify the appropriate staff member of their arrival
Enter and maintain accurate client and Care Professional's 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

100% of calls answered by 2nd ring
Billing process conducted completely, accurately, and on time every period
100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB, etc.) submitted completely, accurately, and on time
All receivables aged greater than 60 days actioned appropriately 100% of the time
Care Professional's hiring process conducted completely, accurately, and timely, meeting home office, federal and provincial requirements 100% of the time

Education/Experience Requirements

College certificate or diploma in accounting or payroll administration 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 Home Instead ®

Competencies

Characteristics-All Roles

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 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, they present information in a straightforward and logical way, and they ensure that they are understood. They share information with others that will improve overall work progress.

Living Home Instead

Building trust, taking the lead and sharing your heart.

Home Instead ®

Office Coordinator Competencies

Resilience

Effectively dealing with work-related problems, pressure, and stress in a professional and positive manner. People who exhibit resilience maintain a positive attitude even when faced with frustration, pressure, or change. They recover quickly when faced with obstacles or setbacks

Quality Focus

Promoting and maintaining high standards of quality at work. People who display this competency consistently produce high-quality work. They apply discipline and a detailed orientation to their work activities and constantly look for ways to improve the quality of products or services. They encourage others to have high-quality standards in their work.

Planning & Organizing

Effectively organizing and planning work according to organizational needs by defining objectives and anticipating needs and priorities. People who are competent at planning and organizing efficiently manage their time and the time of others and effectively handle multiple demands and competing deadlines. They identify goals, develop plans, estimate time frames, and monitor progress.

Home Instead of East Toronto

New Jobs

Entry level Bookkeeper and Office Coordinator