Senior Bookkeeper

Finance Department

Role Purpose The Senior Bookkeeper executes and maintains core accounting operations, including accounts payable, accounts receivable, banking, reconciliations, financial reporting, budgeting, forecasting, and month-end/year-end support. The role ensures accurate financial data, audit-ready documentation, and effective use of the ERP system while supporting the Finance Manager.

Organizational Position The Senior Bookkeeper reports to the Owners of the business and works closely with Purchasing, Sales, Customer Service, vendors, clients, and external accountants/auditors to maintain accurate and current accounting operations.

Behavioural Profile & Ways of Working The Senior Bookkeeper combines strong accounting knowledge with precision, organization, and disciplined follow-through. The role proactively investigates and resolves discrepancies, takes ownership of responsibilities through completion, and communicates professionally with clients, vendors, and internal teams.

The role requires strong attention to detail, sound accounting judgment, and confidence working within ERP and automation-supported environments. The Senior Bookkeeper contributes ideas to improve accounting processes, controls, documentation, and operational efficiency.

Key ResponsibilitiesAccounts Payable

- Enter and process supplier invoices in the ERP system with supporting documentation.
- Review invoices for pricing, quantities, currency, company details, purchase order alignment, and appropriate coding.
- Manage AI-supported AP automation and monitor invoice processing workflows.
- Investigate and resolve pricing discrepancies, purchase order mismatches, and vendor account issues.
- Reconcile supplier statements and vendor balances.
- Code freight and duties appropriately by continent and prioritize invoices affecting landed costs and imports.
- Investigate and dispute incorrect freight or duty charges.
- Clear prepayments and unused credits and process product returns and vendor credit notes.
- Maintain accurate general ledger coding and expense classifications.
- Communicate with vendors regarding outstanding accounting issues and disputes.
- Prepare weekly vendor payment batches with supporting documentation for Finance Manager approval.

Accounts Receivable

- Review daily shipments and generate customer invoices in the ERP system.
- Verify shipment confirmation, freight charges, prepayments, and order terms before invoicing.
- Monitor incoming EFT, credit card, and cheque payments and accurately apply them to customer accounts.
- Monitor customer accounts, prepayment deposits, outstanding invoices, and overdue balances.
- Prepare and distribute customer invoices and account statements.
- Communicate with clients regarding invoices, freight charges, payments, and account balances.
- Place accounts on credit hold when required and notify the Director.
- Monitor “Awaiting Payment” sales orders and support agency billing and collections.
- Prepare ProForma invoices for the Sales team.




- Respond to inquiries received through the accounting email inbox.

Banking, Payments & Reconciliations

- Review daily bank transactions and record incoming and outgoing payments.
- Monitor BMO and Corpay notifications and post related transactions.
- Deposit cheques and record recurring withdrawals and banking transactions.
- Process approved payments via EFT, credit card, and cheque.
- Perform monthly bank reconciliations for CAD, USD, and EUR accounts and investigate discrepancies.
- Reconcile corporate credit card transactions and collect supporting receipts.
- Maintain organized and audit-ready payment and reconciliation documentation.

Financial Reporting, Budgeting & Forecasting

- Support month-end and year-end close, including reconciliations, schedules, adjusting entries, and supporting documentation.
- Prepare recurring financial and operational reports for Finance Manager review.
- Assist with annual budgeting and periodic forecasting.
- Prepare supporting schedules and financial data for budgets, forecasts, and management reporting.
- Assist with budget-to-actual and period-over-period variance analysis and investigate discrepancies.
- Review AP and AR aging reports and identify items requiring follow-up.
- Assist with closing AP and AR periods within the ERP system.
- Maintain financial working papers and documentation for management, external accountants, and auditors.

ERP & Operational Accounting Support

- Coordinate drop-shipment invoicing with Purchasing.
- Process AP/AR offsets when required.
- Maintain accurate accounting entry protocols within the ERP system.
- Maintain and update vendor banking information.
- Provide payment confirmations and receipt copies to clients when requested.
- Support the Finance Manager with accounting records, reporting, and operational accounting requirements.
- Identify opportunities to improve ERP workflows, automation, accounting controls, and process efficiency.

Year-End Support

- Assist with accounting document archiving and year-end reconciliations.
- Prepare financial documentation and working papers for external accountants and auditors.
- Support the Finance Manager throughout year-end closing activities.

Other Duties

Perform other related accounting and finance duties consistent with the role as required.

Core Skills & Systems

- Solid understanding of accounting principles, financial processes, documentation, and ERP-based accounting.
- Ability to independently manage AP and AR cycles with accuracy.
- Strong reconciliation skills across bank accounts, credit cards, vendor statements, and general ledger balances.
- Experience with month/year-end close, financial reporting, budgeting, and forecasting.




- Experience with ERP systems; Acumatica or similar preferred.
- Familiarity with accounting automation or AI-supported workflows.
- Strong Microsoft Excel skills and proficiency with Microsoft Office.
- Experience with Microsoft Teams, SharePoint, and OneDrive.
- Technically proficient and able to quickly learn new ERP systems, automation tools, and accounting technology.
- Strong analytical and problem-solving skills.
- Ability to manage multiple priorities independently while maintaining accuracy and deadlines.
- Professional written and verbal communication skills.

Education & Experience

- Post-secondary education in Bookkeeping, Accounting, Finance, or a related field required.
- Minimum 3 years of progressive bookkeeping/accounting experience, with 3–5+ years preferred, including AP, AR, reconciliations, month/year-end close, financial reporting, budgeting, and forecasting.
- Multi-currency accounting experience strongly preferred.
- ERP-based accounting experience required; Acumatica or similar preferred.
- Experience with international vendors, including U.S. and European suppliers, considered an asset.

Key Outputs & Success Metrics

- Accurate and fully documented AP and AR transactions.
- AP invoices processed within 48 hours.
- AR aging reviewed and updated weekly.
- Weekly vendor payment batches prepared accurately with supporting documentation.
- Monthly CAD, USD, and EUR bank reconciliations completed by month-end + 3 days.
- Accurate and timely customer statements, ProForma invoices, financial schedules, and management reporting.
- Zero uncoded freight entries.
- Less than 1% posting error rate.
- Accounting records and supporting documentation maintained audit-ready.

Authorities & Decision Limits

May Act Independently

- Enter, code, and process routine supplier and customer invoices within established standards.
- Reconcile bank accounts, vendor statements, customer balances, and credit card transactions.
- Follow up with vendors and clients regarding routine invoice, payment, and account inquiries.
- Apply and allocate incoming customer payments.
- Process routine vendor credit notes and AP/AR offsets.
- Investigate routine accounting discrepancies and make corrections within established procedures.

Requires Review or Approval

- Vendor payment batches require Finance Manager approval before release.
- Customer credit holds require notification to the Director.
- Non-standard vendor credit adjustments, write-offs, or material accounting adjustments require approval.
- Disputed freight or duty charges outside established thresholds require escalation.

Training & Development

- Complete onboarding and role ramp-up requirements for ERP systems, AP/AR processes, reconciliations, reporting, and accounting standards within established timelines.
- Participate in ongoing training related to ERP updates, accounting automation, reporting tools, and process improvements.
- Contribute recommendations to improve accounting templates, internal controls, documentation, ERP workflows, and operational efficiency.

📌 Senior Bookeeper (Toronto)
🏢 Dark Tools
📍 Toronto