GQ Mechanical is looking for a reliable and highly organized Office Administrator with strong bookkeeping and financial administration experience to join our growing service company.

This position is primarily responsible for the day-to-day financial administration of the business, including QuickBooks Online, accounts payable, accounts receivable, invoicing, reconciliations and financial record keeping.

The successful candidate will also assist with general office administration and provide backup support for service intake and dispatch as part of a small, collaborative office team.

Primary Responsibilities – Bookkeeping & Financial Administration

- Maintain accurate financial records in QuickBooks Online
- Manage accounts payable and accounts receivable
- Prepare and issue customer invoices
- Enter and process vendor bills
- perform collections and follow up duties.
- Record customer payments and supplier payments
- Reconcile bank accounts and credit card accounts
- Review vendor statements and resolve discrepancies
- Monitor outstanding accounts receivable and follow up on overdue invoices
- Maintain purchase orders, receipts and expense documentation
- Process and organize employee expense reports
- Assist with payroll preparation and payroll-related records
- Track customer credits, vendor credits and warranty reimbursements
- Maintain accurate customer and supplier account information
- Assist management with financial reports, aging reports and account reviews
- Maintain organized supporting documentation for accounting records
- Work with management and external accounting professionals when required

Office Administration
- Maintain organized electronic and administrative records
- Prepare and process company documents, forms and reports
- Respond to customer and supplier emails
- Assist with parts, purchase orders and supplier documentation
- Maintain customer, vendor and employee records
- Assist management with general administrative tasks




- Follow up on outstanding documents, approvals and internal requests
- Support the service and operations team with day-to-day office requirements

Dispatch & Customer Service Support

This is not primarily a dispatcher position; however, our office operates as a team and the successful candidate must be comfortable assisting with dispatch when required.

Daily support may include

- Answering incoming customer calls
- Receiving and documenting recent service requests
- Creating service calls in the company service-management system
- Collecting customer, equipment and site information
- Communicating basic scheduling information to customers
- Assisting with technician scheduling during busy periods
- Monitoring service emails and incoming requests
- Providing dispatch coverage during breaks, absences, vacations or periods of high call volume
- Coordinating with the primary dispatcher to ensure customers and technicians receive timely support

Requirements
- Previous bookkeeping, financial administration or similar office experience
- Strong working knowledge of QuickBooks Online
- Experience with accounts payable and accounts receivable
- Experience with invoicing and account reconciliation
- Strong Microsoft Excel or Google Sheets skills
- Excellent attention to detail and accuracy
- Strong organizational and follow-up skills
- Professional written and verbal communication skills
- Comfortable speaking with customers and suppliers by phone and email
- Able to manage multiple priorities in a busy service environment




- Comfortable learning and working with several software platforms
- Able to work independently while also supporting a small office team

Assets
- Experience working in a service, HVAC, construction, mechanical, automotive or trades-related business
- Experience with payroll administration
- Experience with collections and accounts receivable follow-up
- Experience with purchase orders and parts purchasing
- Experience with service-management or dispatch software
- College diploma in bookkeeping, business administration, finance or a related field

Formal accounting designation or CPA studies are not required.

Compensation & Schedule depending on directly relevant experience and ability.

- Full-time position
- Monday to Friday
- Approximately 8:00 AM to 5:00 PM
- Reliable daytime office schedule
- Opportunity to take on additional responsibility as the company grows
- Training provided on company systems and service operations

About GQ Mechanical Corp.

GQ Mechanical Corp. is a growing commercial foodservice equipment service company supporting restaurants, institutional kitchens and major commercial clients throughout the GTA and surrounding areas.

We operate in a fast-paced service environment where accuracy, customer service and teamwork are important. This position is ideal for someone who enjoys managing the financial side of a small business while also being part of the daily operations.

Job Type: Full-time

Work Location: In person

Pay: $19.50-$24.00 per hour

Expected hours: 30.0 – 50.0 per week

Perks

- Casual dress
- Company events
- On-site parking
- Paid time off

Application question(s):
- Do have a reliable vehicle and able to drive to make bank deposits on daily basis/ collect payments from local business?

Experience:
- QuickBooks online: 2 years (required)

Licence/Certification:
- Driving Licence (required)

Location:
- Burlington, ON (preferred)

Work Location: In person

📌 Office Administrator – Bookkeeping & Dispatch Support (Burlington)
🏢 GQ Tech
📍 Burlington