Entry Level-Bookkeeper and Office Coordinator

About the job

Office Administrator (Contract - Full-Time, 1 Year)

Term: 1-Year Full-Time Contract

Compensation: $60,000 - $68,000 annually

Position Overview

The Office Administrator plays a central role in ensuring the smooth, professional, and efficient operation of the Home Instead® - Toronto East office. This position is primarily focused on office administration, coordination, and operational support, with responsibility for select bookkeeping and payroll processes as part of a broader administrative function.

This role is well-suited to a highly organized, service-oriented professional who thrives in a busy office environment, communicates confidently, and takes ownership of day-to-day administrative operations.

Primary Responsibilities Office Administration & Operations (Primary Focus)

• Serve as a professional and welcoming first point of contact for incoming phone calls, visitors, and inquiries
• Answer and route calls in a friendly, knowledgeable, and timely manner
• Direct new client inquiries and respond to general questions related to office operations
• Maintain accurate client and Care Professional records across internal systems
• Communicate client and Care Professional concerns to management as appropriate
• Support day-to-day office workflow through strong coordination and follow-through
• Maintain a consistent on-site office presence to support operational needs
• Greet and assist office visitors in a professional and welcoming manner
• Prepare form letters, mail merges, labels, and information packages
• Demonstrate clear, professional, and respectful communication with management, colleagues, and Care Professionals
• Participate in the weekday evening on-call rotation 4 days per month
• Manage incoming and outgoing mail
• Uphold and model the core values of Home Instead® as an independently owned franchise office

HR & Financial Support Responsibilities

• Generate and distribute client invoices; follow up on outstanding receivables as required
• Receive, process, and record client payments across applicable systems
• Maintain organized financial records and client billing documentation
• Support payroll administration for Care Professionals using the existing payroll system
• Assist with monthly reconciliations and administrative financial reporting
• Support quarterly and annual financial reviews in collaboration with the Senior Bookkeeper and Managing Director
• Assist with HST, WSIB, and other required administrative remittances under established processes
• Maintain and follow documented administrative and bookkeeping procedures
• Make limited, one-time adjustments to client schedules when required
• Provide general administrative support to office colleagues as needed
• Order and maintain office supplies and stationery
• Assist with recruitment administration, including responding to employment inquiries, phone screening, interview scheduling, and reference checks
• Support onboarding administration for new Care Professionals (documentation, background checks, file setup)

Note: This role supports financial administration but is not a senior bookkeeping or accounting position.

Performance Expectations (Key Measures)

• Incoming calls answered by the 3rd ring, 100% of the time
• Client invoicing and payroll processed accurately and on schedule
• Mandatory remittances and administrative filings are completed accurately and on time
• Receivables aged over 60 days are addressed consistently and appropriately
• Recruitment and onboarding administrative tasks completed accurately and professionally

Education & Experience Requirements

• College certificate or diploma in office administration, accounting, payroll, or a related field
• Minimum one year of relevant office or administrative experience (healthcare or service-based environment preferred)
• Must have strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Experience with QuickBooks Online or similar accounting systems is an asset
• Must have a valid G or G2 driver’s license in Ontario and eligibility to work in Canada
• Ability to pass a Background Check

Knowledge, Skills & Abilities

• Excellent verbal and written communication skills
• Strong organizational skills with the ability to manage competing priorities
• High level of discretion and confidentiality
• Sound judgment and professional decision-making
• Ability to work independently and collaboratively
• Professional demeanor, reliability, and attention to detail
• Comfort working in a fast-paced office environment
• Commitment to following company policies, procedures, and standards