Part-Time Office Administrator & Bookkeeping Assistant

Location: Scarborough, ON

Job Type: Part-Time, Permanent

Pay: $24.00–$28.00 per hour, based on experience

Expected Hours: Approximately 15–20 hours per week

Work Location: In person

About the Position

We are looking for a dependable, organized and detail-oriented Part-Time Office Administrator & Bookkeeping Assistant to provide administrative and bookkeeping support for a small group of privately owned businesses.

The position will primarily support the administrative operations of a childcare centre, while also providing bookkeeping and organizational support for a construction-related business.

This is a varied, hands-on position ideal for someone who enjoys organization, bookkeeping and general office administration and is comfortable taking responsibility for keeping records, paperwork and day-to-day administrative matters organized.

Strong working knowledge of QuickBooks is important for this position.

Key ResponsibilitiesOffice & Administrative Support

- Manage general day-to-day administrative tasks
- Monitor and respond to routine emails and inquiries
- Maintain organized digital and physical filing systems
- Organize invoices, receipts, contracts, forms and other business documentation
- Prepare basic correspondence, documents and spreadsheets
- Track outstanding documents, deadlines and administrative items
- Maintain confidential business, employee and client information
- Assist management with general administrative tasks as required

Bookkeeping & Financial Administration
- Maintain accurate bookkeeping records using QuickBooks
- Enter and categorize income and expenses
- Organize and maintain receipts, invoices and payment records
- Assist with accounts payable and accounts receivable
- Record and reconcile bank and credit card transactions
- Assist with monthly bank and account reconciliations
- Maintain monthly income and expense tracking
- Prepare basic monthly financial summaries for management
- Track outstanding invoices and payments
- Maintain organized financial documentation for our external accountant
- Assist with gathering documentation requested for accounting and year-end purposes
- Provide basic payroll administrative support where required

The successful candidate may maintain bookkeeping records for more than one business, so the ability to keep records properly separated, organized and accurate is important.

Construction Business Support A portion of the position will involve administrative and bookkeeping support for a small construction-related business.

This may include

- Organizing contractor and supplier invoices
- Recording and categorizing construction-related expenses
- Maintaining receipts and proof-of-payment records
- Tracking payments made to contractors and suppliers




- Organizing project-related financial documentation
- Maintaining basic project expense spreadsheets
- Assisting with invoice preparation and payment tracking
- Keeping documentation organized for management and the external accountant

Extensive construction accounting experience is not required. Previous experience with construction bookkeeping would be considered an asset.

HR & Recruitment Administration The position will also provide basic HR and recruitment support, including:

- Preparing and posting job advertisements
- Reviewing and organizing resumes
- Assisting management with shortlisting candidates
- Contacting candidates
- Scheduling and coordinating interviews
- Maintaining applicant and interview records
- Preparing routine recruitment correspondence
- Assisting with employee onboarding documentation
- Maintaining organized employee files
- Tracking required employee documentation and certifications
- Providing general HR administrative support to management

Final hiring and employment decisions will remain with management.

Childcare & Parent Administration

As the position will primarily support a childcare centre, the successful candidate must be comfortable communicating professionally and warmly with parents and families.

Responsibilities may include

- Responding to general parent inquiries
- Assisting parents with registration and enrolment forms
- Following up regarding incomplete documentation
- Organizing children's administrative files
- Maintaining registration and enrolment records
- Assisting with waitlist administration
- Entering and updating family information
- Assisting with general parent communication and documentation

Previous childcare experience is an asset but not required.

Qualifications

- Previous experience in office administration, bookkeeping or a similar position
- Strong working knowledge of QuickBooks
- Experience entering and categorizing income and expenses
- Understanding of accounts payable and accounts receivable
- Experience with bank and credit card reconciliations
- Strong Microsoft Excel and/or Google Sheets skills
- Excellent organizational and record-keeping abilities
- High attention to detail and financial accuracy
- Strong written and verbal communication skills
- Ability to work independently and manage multiple responsibilities
- Comfortable communicating with parents, employees, candidates, contractors and suppliers




- Ability to handle confidential financial, employee and family information appropriately

Preferred / Nice to Have
- Previous HR or recruitment administration experience
- Experience posting jobs and coordinating interviews
- Basic payroll knowledge
- Experience with Xero in addition to QuickBooks
- Previous childcare, Montessori, school or education administration experience
- Previous construction bookkeeping or administrative experience
- Experience organizing contractor and supplier invoices
- Experience working with external accountants
- General understanding of Ontario employment documentation

What We're Looking For

We are looking for someone who is highly organized, dependable and comfortable wearing several hats.

One day may involve entering expenses into QuickBooks and reconciling receipts; another may involve scheduling interviews, organizing employee paperwork, assisting a parent with registration documents, or preparing construction invoices and receipts for bookkeeping.

You should be someone who can take a collection of receipts, invoices, forms, emails and documents and turn them into a clear and organized system.

Because this position supports more than one business, strong organization and the ability to keep financial records and documentation properly separated are especially significant.

Schedule

- Part-time
- Approximately 15–20 hours per week initially
- Primarily weekday hours
- Some flexibility in scheduling may be available
- In-person position in Scarborough, Ontario
- Opportunity for additional hours as the businesses grow

Compensation

$24.00–$28.00 per hour, depending on experience and qualifications.

Candidates with a strong combination of QuickBooks/bookkeeping, office administration and HR experience may be considered toward the higher end of the range.

Benefits

- Flexible part-time schedule
- On-site parking
- Varied and interesting administrative responsibilities
- Opportunity to work closely with ownership
- Opportunity for the position and hours to grow over time

How to Apply

Please submit your resume along with a brief summary of your experience with QuickBooks, bookkeeping and office administration.

If applicable, please also highlight any previous experience with HR/recruitment, payroll, childcare administration or construction bookkeeping.

We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.

Job Types: Part-time, Permanent

Pay: $24.00–$28.00 per hour

Expected Hours: Approximately 15–20 hours per week

Work Location: In person – Scarborough, ON

Pay: $24.00-$28.00 per hour

Benefits

- Flexible schedule

Experience:
- Administrative: 5 years (required)

Work Location: In person

📌 Part-Time Office Administrator & Bookkeeping Assistant (Scarborough)
🏢 Little Friends Child Care Toronto
📍 Scarborough