Bookkeeper

Workplace

• The role is on site five days a week at the head office in Kingston, Ontario.
• Only applicants in the Kingston area can be considered.

About the company

About the role

Bookkeeping and accounts payable

• Maintain day-to-day books in QuickBooks and Zoho Books; process vendor and distributor bills, payment runs, and transaction coding.
• Reconcile bank, credit card, and clearing accounts; investigate discrepancies and keep intercompany balances reconciled.
• Manage employee expense claims and receipts through Zoho Expense.

Billing and vendor usage reconciliation

• Maintain recurring client subscriptions in Zoho Billing as services change.
• Reconcile monthly usage reports from Pax8, NinjaOne, Huntress, and SR Fax against client billing and correct gaps.
• Prepare pay-as-you-go and project invoices from approved timesheets and statements of work.
• Flag vendor cost changes that have not been reflected in client pricing.

Accounts receivable and month-end

• Apply customer payments, manage credits and refunds, and maintain the receivables aging report.
• Follow up on overdue invoices by email and phone; coordinate escalations and payment arrangements with account managers and report receivables weekly.
• Prepare close schedules, including accruals, prepaids, deferred revenue, reconciliations, and supporting schedules.
• Prepare GST/HST returns and supporting reconciliations for review; deliver month-end and year-end packages to the external accountant and respond to questions.

Success indicators

• Within the first 90 days, independently manage day-to-day books across all three companies and reconcile bank and credit card accounts.
• Deliver an on-time first month-end close package with reconciled balances and clear notes.
• Own monthly vendor usage reconciliations and ensure client invoices reflect actual usage.
• Give overdue accounts an owner, next step, and date; document a recurring finance process and propose a billing or close improvement.