About Us:

Total HVAC has been a leader in the supply of commercial heating, ventilation, and air-conditioning equipment in Eastern Ontario for more than 30 years. We pride ourselves on giving our customers, be they contractors, consultants, or end-users, a value-added experience from start to finish. It is our mission to make lives better by providing an unparalleled HVAC equipment purchasing experience and to be the most respected and admired HVAC employer and supplier in our market. Our core philosophies of teamwork, professionalism, and balance help create a great place to work.

Position Overview:

The Bookkeeper & Office Administrator at Total HVAC is a detail-oriented, organized professional responsible for managing day-to-day financial records, including accounts receivable, accounts payable, invoicing, and commission calculations, while supporting human resources, marketing, and general office operations. This role works closely with the principals, management, and the various teams to ensure a smooth and organized output of business functions and administrative duties.

Key Responsibilities:

· Invoicing & Accounts Receivable: Apply payments, deposit and enter cheques, process credit applications, and follow up with customers on past-due accounts. Prepare accurate invoices in a timely manner in accordance with Total HVAC policies and the agreed payment terms.

· Accounts Payable: Manage the accounts payable inbox and vendor correspondence. Verify and code vendor invoices against purchase orders and jobs, process payments on schedule, and maintain vendor records.

· Commissions: Manage company commission plans. Calculate sales commissions and bonuses per company plans, verified against paid invoices, for management approval.

· Payroll Support: Manage the payroll process.

· General Accounting & Budgeting: Maintain the general ledger, reconcile bank and credit card accounts, and support job costing and month-end close. Manage company budgets, accounting forecasts, and expense reports, and prepare financial reports for ownership.

· Compliance: Manage HST filings, T4/T4A slips, WSIB, Health Tax, QST, and coordinate with the company’s external accountant.

· Human Resources Support: Coordinate recruitment,



including job postings and interview scheduling, and employee onboarding. Maintain confidential personnel files, vacation tracking, and benefits coordination, and research new employment legislation as it affects the company.

· Health & Safety: Ensure Total HVAC’s safety policy guidelines are followed. Track employee certifications, licenses, and health and safety training records.

· Marketing Support: Assist with website maintenance, LinkedIn and social media posts. Materials and supplies, staff events, and marketing spend.

· Meetings & Documentation: Participate in weekly team meetings and conduct detailed note-taking and manage meeting agendas. Update spreadsheets and other essential information to maintain project documentation.

· General Office Support: Purchase office supplies, manage procedure systems, and complete forms and documentation.

· Stakeholder Relations: Establish and maintain relationships with vendors, clients, third parties, and all stakeholders. Address all relevant issues with the appropriate correspondence in a professional manner and represent Total HVAC professionally and fairly.

· Professional Development: Update job knowledge by participating in educational and professional development opportunities.

· Quality Assurance & Process Improvement: Maintain and improve quality results by following standards and recommending improved policies and procedures.

· Other Duties: Support management with special projects and other duties as assigned.

Competencies

- Accuracy and strong attention to detail, producing reliable, error-free financial records and reports.
- Integrity and discretion when handling company funds and confidential financial and personnel information.
- Adaptable, open to change, and comfortable shifting between accounting, HR, marketing, and office tasks.




- Strong customer focus, communicating courteously with customers, vendors, and employees.
- Solid interpersonal and organizational skills, with the ability to manage multiple priorities.
- Proactive in problem-solving, with excellent decision-making skills.
- Ability to hold self and others accountable.
- Exceptional teamwork and collaboration skills; values and respects others.
- Commitment to continuous learning.

Educational Requirements:

- A diploma or degree in Bookkeeping, Accounting, or a related field.

Work Experience:

- 3+ years of full-cycle bookkeeping experience (accounts receivable, accounts payable, reconciliations).
- Experience in the HVAC, construction, or a related industry is an asset.

Skills, Abilities, and Other Requirements:

- Bilingual (French/English) is an asset.
- Proficiency in QuickBooks.
- Experience with inventory software, payroll platforms, and commission calculations is an asset.
- Excellent verbal, written, and analytical communication skills, with the ability to communicate and interact with all levels of customers, employees, and management.
- Ability to manage multiple priorities and meet deadlines.
- MS Office Suite (Word and Excel at an intermediate level, Outlook, PowerPoint, Microsoft Teams, SharePoint).

Perks and Benefits:

- Benefits plan
- RRSP matching program
- Parental top-up plan
- Cell phone allowance

Starting Salary Range: $60,000 - $80,000 annually

Equal Opportunity & Accessibility:

Total HVAC is an equal opportunity employer and welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process. Please forward resumes or questions to [email protected]. This description is not an exhaustive list of duties; responsibilities may change as business needs require.

Pay: $60,000.00-$80,000.00 per year

Benefits:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program

Work Location: In person

📌 Total HVAC - Bookkeeper & Office Administrator (Ottawa)
🏢 Total HVAC
📍 Ottawa