Senior Bookkeeper — Trust, Retainer & Multi-Company Accounting

Industry: Accounting, Financial Services, Legal, Property Management, Real Estate, Real Estate Brokerage and Leasing

Type: Full-Time

Location(s): Vaughan, Ontario, Canada (On-Site)

Compensation CAD $65,000 - CAD $80,000 Annually

Important Location Requirement

This job is remote; however, candidates must be located in the same country, city, or region where the job is posted. The successful candidate must be available to attend a local office, meeting, training session, or company event if requested. Please only apply if you are based in the location listed on this job posting. Remote does not mean the position is open worldwide.

The Opportunity

The Rothenbury Group is seeking an experienced Senior Bookkeeper to support a Canadian real estate brokerage, a property management company, and several related businesses.

This Position Requires Hands-on Experience In Two Areas

- Real estate brokerage trust accounting and monthly trust reconciliation
- Client retainer or reserve accounting, including receiving funds, applying authorized expenses, reconciling balances, and returning unused amounts

Retainer experience may come from property management, a law firm, professional services, or another environment where funds are held on behalf of clients. Candidates must also have direct Canadian real estate brokerage trust-account experience.

This is a senior individual-contributor position for someone who can independently maintain accurate records, investigate discrepancies, and keep trust, retainer, operating, and multi-company accounts properly reconciled.

Key Responsibilities

Trust and Brokerage Accounting





- Maintain brokerage trust and operating-account records
- Complete monthly brokerage trust reconciliations
- Reconcile trust bank balances to accounting and individual deal records
- Track deposits, disbursements, transfers, reversals, and adjustments
- Reconcile completed deals, commissions, salesperson payments, co-operating brokerage amounts, and trust-to-operating transfers
- Investigate unidentified funds, unmatched deposits, posting errors, and unsupported balances
- Maintain complete reconciliation files and audit trails
- Escalate unresolved or material trust differences

Client Retainers and Reserve Funds

- Maintain separate balances by client, owner, property, or agreement
- Track funds received, expenses applied, additional funding, refunds, and balances remaining
- Confirm that deductions are authorized and supported
- Reconcile client-level records to bank and general-ledger balances
- Identify retainers requiring replenishment or return
- Calculate and process approved refunds of unused funds
- Investigate negative, unidentified, unsupported, or unreconciled balances
- Maintain documentation supporting every use or release of client funds

Full-Cycle Bookkeeping

- Maintain accounting records across multiple companies and legal entities




- Complete bank, credit-card, general-ledger, and balance-sheet reconciliations
- Prepare accruals, prepaids, depreciation, recurring entries, and approved journal entries
- Reconcile intercompany, accounts payable, and accounts receivable balances
- Apply and reconcile appropriate GST/HST treatment
- Record payroll expenses, deductions, remittances, and liabilities
- Support month-end and year-end close
- Prepare internal financial statements and supporting schedules
- Investigate unusual balances, incorrect coding, duplicate entries, and unsupported transactions
- Maintain organized documentation and year-end working papers

Required Qualifications

- Bachelor’s degree or diploma in Accounting, Finance, Business Administration, or a related field
- Minimum five years of full-cycle Canadian bookkeeping or accounting experience
- Direct Canadian real estate brokerage accounting experience
- Hands-on experience maintaining and reconciling brokerage trust accounts
- Experience with brokerage deposits, completed deals, commissions, and trust disbursements
- Experience managing client retainers, reserve funds, or other money held on behalf of clients
- Experience tracking client funds from receipt through authorized use, reconciliation, and refund
- Strong bank, general-ledger, and balance-sheet reconciliation skills
- GST/HST, payroll, intercompany, month-end, and year-end experience
- Advanced QuickBooks Online proficiency
- Robust Excel or Google Sheets skills
- Strong written and verbal communication
- Ability to work independently from the Vaughan offi

📌 Senior Bookkeeper — Trust, Retainer (Vaughan)
🏢 Rothenbury Group
📍 Vaughan