Bookkeeper / Accounting & Operations Administrator

Company: NEFF | LUXE Beautiful Living

Location: Brampton, Ontario

Position: Full-Time, In-Office

Reports To: Controller

About NEFF | LUXE

NEFF | LUXE is a luxury custom cabinetry and architectural millwork company serving high-end residential and commercial projects across Canada and the United States.

We operate in a fast-paced, project-driven environment involving manufacturing, installation, purchasing, logistics, subcontractors, employees, and multiple active job sites.

We are looking for a highly organized, hands-on Bookkeeper / Accounting & Operations Administrator to support our Controller and take ownership of the company's day-to-day accounting administration.

This is not a traditional bookkeeping role where you simply enter invoices and reconcile accounts. We are looking for someone who is willing to take responsibility for whatever needs to get done within the accounting and administrative function of the business.

The Role

Reporting directly to the Controller, you will be responsible for the daily execution of accounts payable, accounts receivable, payroll administration, expense tracking, project cost administration, reconciliations, and general office support.

You will work closely with our Controller, project managers, purchasing team, installation teams, management, vendors, and employees.

The ideal candidate is organized, detail-oriented, responsive, comfortable following up with people, and willing to handle both accounting responsibilities and practical administrative tasks.

Key ResponsibilitiesAccounts Payable

- Receive, review, code, and enter vendor invoices.
- Match invoices against purchase orders, receipts, delivery documentation, and project information.
- Ensure expenses are allocated to the correct company, project, department, or cost category.
- Maintain accurate vendor records and supporting documentation.
- Prepare weekly accounts payable reports for review by the Controller.
- Assist with preparing vendor payment runs.
- Monitor vendor statements and investigate discrepancies.
- Follow up internally when invoices are missing approvals or backup.
- Track subcontractor and installation-related invoices.
- Maintain organized digital documentation for all AP transactions.
- Assist with credit applications and maintaining vendor accounts.

Accounts Receivable
- Prepare and issue customer invoices based on approved project billing schedules.
- Maintain accurate customer account records.
- Track deposits, progress billings, final payments, retainage, and outstanding balances.
- Maintain an up-to-date AR aging report.
- Follow up professionally with customers regarding overdue invoices.
- Coordinate with project management and installation teams to determine when project billing milestones have been achieved.
- Assist with collecting outstanding final balances following installation and punch-list completion.
- Apply customer payments accurately in the accounting system.
- Investigate discrepancies between invoices, payments, deposits, and project records.

Payroll & Employee Administration
- Assist with processing weekly or biweekly payroll.
- Review employee hours, overtime, vacation, bonuses, deductions, and payroll changes.
- Coordinate with managers to resolve missing or incorrect time entries.
- Maintain employee payroll records.




- Assist with onboarding and offboarding administration.
- Maintain employee vacation and time-off records.
- Assist with benefits administration and employee documentation.
- Track installation employee hours and allocate labour costs to the appropriate projects.
- Assist the Controller with payroll reconciliations and reporting.

Job Costing & Installation Cost Tracking A major part of this position will be helping management understand the actual cost of our projects.

Responsibilities will include

- Track employee installation hours by project and area.
- Track travel time, unloading time, site labour, punch-list labour, and other installation costs.
- Record subcontractor installation costs.
- Track hotel, airfare, vehicle, fuel, parking, tool, rental, and job-site expenses.
- Ensure project-related purchases are coded to the correct job.
- Assist the Controller with comparing budgeted versus actual project costs.
- Help maintain accurate project cost reports.
- Follow up with employees and managers when job-cost information is incomplete.
- Assist with gathering information required for project profitability and WIP reporting.

Purchasing & Expense Administration
- Facilitate purchases when required through vendors such as Home Depot and other suppliers.
- Coordinate telephone or remote-authorized purchases for employees working on job sites.
- Obtain and organize receipts following purchases.
- Ensure purchased materials and expenses are assigned to the appropriate project.
- Track company credit-card receipts and follow up on missing documentation.
- Assist with employee expense reports and reimbursements.
- Maintain records for company vehicles, fuel expenses, rentals, and other operational costs.

Travel & Administrative Support This position will also provide administrative support to the company when required.

Examples include

- Booking hotels for installation crews and management.
- Booking and coordinating flights.
- Coordinating rental vehicles.
- Maintaining travel itineraries and confirmations.
- Assisting employees with travel-related issues.
- Coordinating job-site purchasing requirements.
- Organizing receipts and travel expenses after trips.
- Helping prepare project documentation.
- Maintaining organized company records and folders.
- Assisting management and the Controller with administrative tasks as required.

We are looking for someone who understands that in a growing entrepreneurial business, responsibilities may occasionally fall outside a narrow accounting . Month-End Accounting Support

Working under the direction of the Controller, you will assist with:

- Bank reconciliations.
- Credit-card reconciliations.
- Accounts payable reconciliation.
- Accounts receivable reconciliation.
- Payroll reconciliation.
- Reviewing outstanding deposits and payments.
- Job-cost reconciliations.
- Accrued expense documentation.
- Prepaid expense tracking.
- Vendor statement reconciliation.
- Supporting schedules for month-end reporting.




- Gathering documentation requested by external accountants.

The Controller will maintain responsibility for the higher-level accounting, financial reporting, controls, tax compliance, and review functions. What We're Looking For The ideal candidate will have:
- 3+ years of bookkeeping, accounting administration, or similar experience.
- Strong practical experience with accounts payable and accounts receivable.
- Experience assisting with payroll.
- Solid reconciliation skills.
- Experience working with QuickBooks Online or a similar accounting system.
- Strong Microsoft Excel skills.
- Excellent organizational skills.
- Strong attention to detail.
- Ability to manage a large number of small tasks without losing track of them.
- Comfortable following up repeatedly when information, receipts, payments, or approvals are outstanding.
- Ability to work independently while reporting to a Controller.
- Strong communication skills.
- Comfortable interacting with employees, vendors, customers, installers, project managers, and senior management.

Preferred Experience Experience in any of the following would be considered a strong asset:
- Construction.
- Custom cabinetry.
- Architectural millwork.
- Manufacturing.
- General contracting.
- Interior construction.
- Project-based businesses.
- Installation businesses.
- Job costing.
- Multi-company accounting environments.
- Cross-border Canadian/U.S. businesses.

The Type of Person Who Will Succeed Here You will likely succeed in this position if you are someone who:
- Likes keeping things organized.
- Notices when something does not make sense.
- Follows through until issues are resolved.
- Does not allow invoices, receipts, or outstanding items to disappear into a pile.
- Is comfortable calling a vendor, customer, employee, or manager to get an answer.
- Understands that accurate job costing requires chasing down details.
- Is comfortable switching between bookkeeping and administrative tasks throughout the day.
- Can prioritize urgent operational issues without losing track of regular accounting responsibilities.
- Takes ownership rather than waiting to be told every next step.

Reporting Structure The Bookkeeper / Accounting & Operations Administrator will report directly to the Controller. The Controller will establish accounting procedures, review reconciliations, oversee month-end reporting, monitor cash flow, supervise accounting controls, and manage the broader finance function.

This position will serve as the Controller's primary day-to-day accounting and administrative support, allowing the Controller to focus on financial reporting, analysis, controls, cash management, job profitability, budgeting, forecasting, and management decision support.

Why Join NEFF | LUXE

This role provides an opportunity to become an important part of the finance and operations team of a growing luxury manufacturing and installation business.

You will gain exposure to much more than traditional bookkeeping, including project accounting, manufacturing, installation costing, purchasing, payroll, operations, and cross-border business activity.

For the right person, there is significant opportunity to grow alongside the company and take on increasing responsibility within the finance department.

Pay: $55,000.00-$65,000.00 per year

Work Location: In person

📌 Bookkeeper (Brampton)
🏢 Luxury Custom Cabinetry u0026 Millwork
📍 Brampton