Role Summary The Bookkeeping and Office Coordinator is responsible for overseeing Brock House Society’s day-to-day office operations, financial coordination, and administrative systems. This role works closely with the Executive Director and the Accountant to ensure smooth operations, accurate financial records, regulatory compliance, and effective internal processes that support staff, volunteers, members, Board Members, and community partners.

Key Responsibilities
Accounting Operations (60%)
- Maintain complete and accurate financial records in QuickBooks Online, including coding, posting, and supporting documentation.
- Record daily sales, receipts, and deposits.
- Reconcile revenue received through multiple platforms and maintain audit-ready documentation.
- Manage accounts payable, including vendor payments, reimbursements, and invoice issue resolution.
- Maintain petty cash records and appropriate controls.
- Oversee organizational credit card controls, including access, spending limits, monitoring, and bi-weekly payments.
- Ensure weekly bank deposits are completed accurately and on time.
- Perform variance checks, investigate discrepancies, and escalate financial risks or concerns to the Executive Director.
- Prepare cheques and coordinate timely payments to contractors, suppliers, and other vendors.
- Attend Finance meetings as required.
- Provide relevant financial information, observations, and recommendations to support decision-making.
- Support compliance with new financial requirements and assist with supplier or vendor transitions.
- Manage existing agreements, vendor contracts, and payment schedules.
- Support the operational and financial coordination of fairs and major events before, during, and after each event.
- Manage the POS machines and ensure proper communication with suppliers.
- Support the Executive Director with the annual budgeting process.
- Perform other related accounting duties as assigned or agreed upon with the Executive Director and the Accountant. Office Administration (20%)
- Support program registrations, donations, and donation receipt administration.
- Provide administrative and operational support to Committees, programs, and events, including the Summer Fair and Winter Fair.
- Manage office supplies, postage, records, and general office organization.




- Provide reception coverage when required and ensure the office remains organized and presentable.
- Coordinate necessary resources for new employees, including documentation, system access, hardware, software licences, and warranties.
- Monitor and coordinate permit, licence, and lease renewals to ensure they are completed on time.
- Provide operational coverage when staff or volunteer availability is limited.
- Coordinate and support the planning and execution of Brock House Society’s 50th Anniversary in collaboration with the Committee.
- Recommend and support improvements to office systems and processes.
- Perform other related duties as assigned or agreed upon with the Executive Director. Facilities Operations Support (20%)
- Provide facilities support for internal and external events, activities, and initiatives.
- Receive and document maintenance requests from facilities coordinators
- Maintain a record of completed repairs, warranties, service reports, and invoices.
- Provide technical support for programs as required
- Support room layouts and furniture arrangements for meetings, programs, and events Core Competencies Technical SkillsStrong proficiency in QuickBooks Online and Authorize.
Net, with a solid understanding of the full accounting cycle. Systems and CommunicationStrong proficiency in Club Express, MS Office, and administrative systems. Able to communicate clearly and professionally with staff, volunteers, Board Members, members, vendors, and community partners. Analytical ThinkingAbility to review financial and operational information, identify discrepancies or risks, and provide practical recommendations. Organization and Attention to DetailStrong organizational skills, accurate recordkeeping, effective documentation practices, and the ability to manage confidential information appropriately. Service OrientationDemonstrated ability to support seniors, volunteers, staff, Board Members,



and members of the public with professionalism, patience, and care. Independent and Cooperative WorkAble to work independently while contributing effectively within a small, community-focused team. Qualifications
- Bachelor’s degree in Business, Accounting, Finance, or a related field.
- Minimum of three years of hands-on experience using accounting software, preferably QuickBooks Online.
- Strong proficiency in Microsoft Office.
- Comfortable working with website platforms, databases, and online administrative systems.
- Experience working in a nonprofit, community, membership-based, or senior-focused organization is considered an asset.
- Strong organizational, problem-solving, and communication skills.
- Self-motivated and able to manage multiple priorities with limited supervision. Physical Demands and Work Environment
- Primarily office-based, with extended periods of sitting and computer use.
- Occasional lifting and movement of office or event materials.
- Some evening or weekend availability may be required for major events, including the Summer Fair and Winter Fair. Additional Requirements
- Legally eligible to work in Canada.
- Flexibility in

working hours
when required to support events and operational needs.
- Commitment to Brock House Society’s mission, values, and respectful engagement with seniors, volunteers, staff, members, and the broader community. Pay: $55,000.00-$58,000.00 per year

Benefits:
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off Application question(s):
- What are your salary expectations for this role?
- What is your current city or general location?
- Are you able to work occasional evenings and weekends based on events and operational needs?
- What is your current work authorization status in Canada?
- How many years of nonprofit or community-service experience do you have?
- What is a core value you always carry with you?
- Are you comfortable working 37.5 hours per week, on-site 5 days per week?
- How many years of bookkeeping and office admin experience do you have?
- Briefly describe your bookkeeping and your office admin experience (in bullet points) Work

Location:
In person

📌 Bookkeeping and Office Coordinator (Vancouver)
🏢 Brock House Society
📍 Vancouver