Office Administrator / Bookkeeper Role Summary The Office Administrator / Bookkeeper is responsible for maintaining accurate financial records, supporting day-to-day office administration, and helping provide a stable and organized administrative foundation for Trillium Hydronics.

This is a hands-on position in a small business environment. The role will be responsible for day-to-day bookkeeping activities, accounts payable and receivable, customer invoicing, Sage accounting, bank reconciliations, payroll administration, vendor and customer records, and general office support.

The successful candidate will be organized, trustworthy, detail-oriented, and comfortable managing multiple responsibilities in a fast-paced office environment. The ability to work independently while following established company procedures and management direction is essential.

Key Responsibilities Bookkeeping & Financial Administration

- Maintain accurate and up-to-date bookkeeping records in Sage or other company-approved accounting software.
- Manage accounts payable, including:
- Entering and coding supplier invoices.
- Maintaining supporting documentation.
- Verifying invoices against appropriate documentation.
- Preparing payment information for management approval.
- Manage accounts receivable, including:
- Preparing and issuing customer invoices.
- Posting customer payments.
- Maintaining accurate customer account balances.
- Following up on overdue accounts and bringing outstanding or unusual balances to management's attention.
- Prepare payroll information and assist with payroll administration in accordance with approved employee information and company procedures.
- Ensure payroll changes, adjustments, and other employee-related financial changes are properly authorized before processing.
- Complete regular bank and credit card reconciliations.
- Assist with monthly financial reviews and month-end procedures.
- Assist with HST, WSIB, payroll deductions, year-end requirements, and other government or accounting-related reporting.
- Maintain organized vendor, customer, employee, and financial records.
- Prepare monthly expense and financial summaries for management review.
- Identify and bring forward unusual transactions, discrepancies, missing documentation, or other financial concerns before payments or adjustments are processed.




- Maintain organized records and documentation to support accounting and financial reporting requirements.

Office Administration
- Answer incoming phone calls, direct calls, take messages, and provide professional customer service.
- Assist customers and vendors with general administrative inquiries.
- Maintain office filing systems, procedures, templates, records, and shared documents.
- Assist with scheduling, forms, documentation, correspondence, and internal communication.
- Order office supplies and assist with maintaining an organized and professional office environment.
- Provide administrative support to the sales and operations teams as required.
- Assist customers with inquiries relating to invoices, statements, orders, documentation, and payment status.
- Assist with walk-in customers when other staff members are unavailable, busy, or working off-site.
- Support general office operations and other administrative duties as required.

Internal Controls & Financial Accountability The Office Administrator / Bookkeeper will be trusted with confidential financial and company information and is expected to follow all company procedures and internal controls.
- Follow all company payment approval procedures.
- Do not release, authorize, or approve payments without the required management approval.
- Do not approve personal expenses, reimbursements, payroll changes, or other transactions involving the employee themselves.
- Ensure expenses and reimbursements are supported by valid receipts and a transparent business purpose.
- Ensure supplier invoices and other payment requests have appropriate supporting documentation before being submitted for approval.
- Bring discrepancies, unusual transactions, missing documentation, suspected errors, or financial concerns to management's attention promptly.
- Maintain strict confidentiality of financial, customer, supplier, employee, payroll, and company information.
- Follow established procedures for handling company banking, financial records, passwords, and other confidential information.




- Management retains final approval authority over company payments, payroll, reimbursements, and other financial commitments.

Required Qualifications & Experience
- Minimum 5 years of bookkeeping, accounting, office administration, or related experience preferred.
- Experience with Sage accounting software is preferred.
- Strong understanding of basic bookkeeping principles and financial record keeping.
- Experience with accounts payable, accounts receivable, invoicing, reconciliations, and payroll administration.
- Strong organizational and multitasking skills.
- Experience working in a small business environment is considered an asset.
- Strong attention to detail and a high level of accuracy.
- Comfortable communicating professionally with customers, vendors, ownership, and employees.
- Able to work independently while following company procedures and management direction.
- Skilled, dependable, trustworthy, and able to maintain confidentiality.
- Strong problem-solving and organizational skills.
- Comfortable learning new processes and taking on additional responsibilities as the business grows.

Working Environment
- Full-time, in-office position.
- Small, family-owned business with an open-concept office environment.
- Hands-on team culture where employees are expected to support and assist one another.
- No remote work unless specifically approved by ownership.
- The position will involve regular interaction with customers, suppliers, ownership, sales staff, and operations staff.
- Priorities may change throughout the day based on business needs, and the successful candidate must be comfortable adjusting accordingly.
- Duties and responsibilities may evolve as the company grows and business needs change.

Reporting & Accountability The Office Administrator / Bookkeeper will report directly to management/ownership and will be expected to communicate regularly regarding financial matters, outstanding accounts, unusual transactions, administrative concerns, and other matters requiring management attention. The position is responsible for the accurate and timely completion of assigned bookkeeping and administrative duties; however, final approval and decision-making authority for company expenditures, payments, payroll changes, and other financial commitments remains with management.

Pay: $60,000.00-$70,000.00 per year

Work Location: In person

📌 Bookkeeper/Administration (Toronto)
🏢 Trillium Hydronic's
📍 Toronto