About the position

SureGreen Landscaping & Maintenance is seeking an organized, dependable Office Assistant to support bookkeeping, financial tracking and daily office operations.

This position helps keep contracts, payments, timesheets, schedules and office information accurate and up to date. Maintaining physical paper files is a mandatory part of the role. You will also assist other office staff with overflow work and the implementation of current systems and procedures.

We are looking for someone with a strong work ethic who takes initiative, follows instructions carefully and completes assigned tasks independently. Once priorities and expectations are explained, you should be comfortable moving work forward with limited supervision, asking focused questions when needed and providing updates without being chased.

Bookkeeping and financial support

Assist with routine bookkeeping, invoice entry and supporting documentation.

Track accounts receivable and accounts payable, identifying overdue items, missing information and discrepancies.

Assist with payment follow-ups and vendor account inquiries as directed.

Maintain cheque logs and track cheque preparation, authorized signatures, distribution and outstanding items.

Review contracts against invoices, billing schedules and office records to identify missing charges, inconsistencies or incomplete documentation.

Organize receipts, invoices, statements and payment records for accounting review.

Match invoices with purchase orders, receipts or approved work records where applicable.

Office and operations support

Maintain the physical paper filing system. Sort, label, file and retrieve contracts, invoices, receipts, timesheets, employee documents and other company records. Keep files organized,



current and accessible to authorized staff.

Assist with data entry, spreadsheet updates and maintaining accurate digital records.

Support scheduling, calendar updates and distribution of approved information.

Track timesheet submissions, identify missing entries and follow up on corrections before deadlines.

Assist with emails, phone calls and communication with staff, customers, vendors and subcontractors.

Help maintain information in LMN and other company systems.

Support the rollout of new office procedures, forms and administrative processes.

Assist with document preparation and outstanding paperwork.

Provide overflow support across office functions as priorities change.

Maintain a task list, track deadlines and report completed work, outstanding items and issues requiring a decision.

What we are looking for

Previous office administration, bookkeeping support or accounting-clerk experience.

Working knowledge of accounts receivable, accounts payable and basic bookkeeping processes.

Confidence using Microsoft Excel, email and shared digital files.

Paper filing is mandatory. Candidates must be willing and able to maintain accurate, organized physical files as part of their regular duties.

Strong attention to detail when reviewing contracts, invoices, payments and timesheets.

Professional written and verbal communication.





Ability to organize competing priorities and follow tasks through to completion.

A driven, dependable work ethic and the ability to work independently with limited instruction.

Sound judgment about when to proceed, ask questions or escalate a discrepancy.

Discretion when handling confidential financial, employee and customer information.

Experience with QuickBooks, LMN, contract administration or a landscaping, construction or service business is an asset.

What success looks like

Records are accurate, paper files are current, deadlines are met, missing information is followed up on and assigned work is completed without repeated reminders. Financial discrepancies and operational issues are brought forward promptly with clear supporting information.

This is a support position. Payment approvals, cheque signing, financial adjustments and contractual decisions remain with authorized staff.

How to apply

Apply through Indeed with your current resume. Briefly describe your bookkeeping or office experience, the software you have used and an example of work you have managed independently.

Accommodation is available on request during the recruitment process.

Pay: From $40,000.00 per year

Benefits:

- On-site parking

Ability to commute/relocate:

- Etobicoke, ON M8V 2K2: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Paper filing is a mandatory, recurring duty. Are you comfortable sorting, labelling, filing and retrieving physical documents?
- Which accounting and office programs have you used, and what tasks did you complete in them?
- What is your earliest available start date?

Work Location: In person

📌 Office Assistant (Etobicoke)
🏢 Sure Green Landscaping & Snow Removal
📍 Etobicoke