About the role

We are a growing school with three campuses and a close-knit staff. Families, teachers and vendors all depend on our billing and records being accurate, timely and easy to understand.

This role owns the day-to-day financial administration of the school: issuing tuition invoices, tracking payments, paying vendors, managing expenses and receipts, and keeping our QuickBooks file clean and current. You will work closely with the Head of School, the office team and our external accountant.

This is a hands-on, detail-driven position. It suits someone who enjoys getting the numbers right, following a process consistently, and handling family and staff information with discretion.

Core responsibilitiesTuition and family billing

- Prepare and issue tuition invoices on the school's billing cycle, including new enrolments, mid-year starts and withdrawals
- Apply discounts, sibling rates, payment plans and adjustments accurately and consistently
- Invoice for after-school electives, events and other add-on programs
- Record payments received and reconcile against invoices
- Maintain an accurate accounts receivable aging report and flag overdue accounts to leadership on a set schedule
- Issue childcare and tuition receipts to families for tax purposes

Accounts payable and expenses
- Process vendor invoices, verify against purchase approvals, and schedule payments
- Manage staff expense claims and reimbursements against school policy
- Collect, code and file receipts for all school spending, including event and classroom purchases
- Reconcile credit card and bank statements monthly
- Maintain the vendor list and payment records

Bookkeeping and QuickBooks
- Own the school's QuickBooks Online file: categorize transactions, maintain the chart of accounts,



and keep it reconciled and audit-ready
- Close the books monthly and prepare a simple month-end package (income, expenses, AR aging, cash position) for the Head of School
- Prepare year-end working papers and respond to queries from the school's external accountant
- Track spending against budget lines and flag variances early

Process and records
- Maintain and improve written procedures (SOPs) for invoicing, expenses and month-end close, so the role is documented and transferable
- Keep financial records organized, backed up and access-controlled
- Handle all family, staff and school financial information confidentially

What we're looking for

Required

- 2+ years of bookkeeping experience, ideally in a small organization where you handled the full cycle
- Working proficiency in QuickBooks Online (day-to-day entry, reconciliations, reporting)
- Strong spreadsheet skills (Excel or Google Sheets)
- Accuracy and follow-through — invoices go out on time, every time
- Clear, courteous written communication with families and vendors
- Discretion with confidential financial information
- Eligible to work in Canada; comfortable working on-site across three Toronto locations

Assets

- Experience in a school, childcare centre, non-profit organization
- Familiarity with tuition billing or payment-plan software
- Payroll experience and knowledge of Ontario employment standards
- Bookkeeping certification, or accounting/finance coursework
- Alignment with the school's values and comfort in a culturally rooted, family-oriented environment

Pay: $20.00-$24.00 per hour Expected hours: 25.0 – 35.0 per week

Benefits

- Discounted or free food
- Extended health care
- Flexible schedule
- Life insurance
- In office parking
- Vision care

Work Location: In person

📌 Bookkeeper & Accounts Administrator (Scarborough)
🏢 Vedic Roots Montessori Academy
📍 Scarborough