Position Title: Receptionist / Bookkeeper
Location: Etobicoke, ON
Reporting To: Branch Manager – Toronto
Schedule: Monday to Friday, 8:30 AM – 5:00 PM
Call Volume: Approximately 4–5 calls per hour
Accounting Scope: Light/basic bookkeeping duties
Interview Process

• 1 virtual interview
• 1 onsite interview (if required)

Compensation & Benefits (After 3 Months)

• Health & Dental Coverage (50/50 cost share)
• Short-Term & Long-Term Disability
• RRSP: 4% of previous year's salary
• Paid Time Off: 2 weeks vacation + 1 week during the holiday season

Primary Responsibilities Reception & Communication

• Professionally answer and route incoming calls
• Monitor and manage reception and order desk voicemails; forward as necessary
• Greet and assist office visitors; maintain a polished front desk presence
• Update voicemail greetings for regular hours, holidays, and seasonal closures

Mail & Invoicing

• Sort, process, and mail invoices (Canada, U.S., and International)
• Operate Neopost mail machine and manage postage account
• Prepare and distribute monthly customer statements

Administrative Support & Filing

• Accurately file invoices, purchase orders, and picking tickets
• Bind records and reorder supplies when needed
• Monitor and replenish office materials (e.g., brochures, catalogs, toner)

Office & Facility Upkeep

• Maintain cleanliness and organization of reception and shared spaces
• Support kitchen upkeep and complete daily office shutdown procedures

Event & Holiday Coordination

• Organize internal events (e.g., Pizza Days, holiday luncheons)
• Handle mailing of holiday cards/gifts and decorate the office seasonally

Inventory & Supplies Management

• Perform weekly checks on office and kitchen supply inventory
• Place orders and liaise with vendors as needed

General Office Duties

• Post signage for business hours, holidays, and closures
• Ensure fax machine is maintained and contact lists are current
• Provide clerical support to staff across departments

Secondary Responsibilities Payment Processing & Account Administration

• Process payments and cheque deposits using a scanner
• Maintain deposit records in Excel and submit weekly to Head Office
• Follow up on overdue accounts and send monthly statements

Credit Checks & Order Release

• Conduct credit checks and approve order releases
• Ensure C.O.D. payments are received before order processing
• Assist Sales team with credit limits and account information

Customer Records & Pricing Updates

• Maintain and update customer information in ERP (contacts, pricing, shipping)
• Adjust group discounts and default settings as required

Supplier Invoice Matching & Payments

• Match invoices with packing slips and quotes
• Resolve any discrepancies and process payments (cheque or credit card)
• Submit approved invoices to Head Office

Expense Tracking & Reporting

• Reconcile and submit monthly credit card statements
• Manage petty cash and report expenditures with receipts

Required Competencies

• Basic accounting knowledge and familiarity with bookkeeping terminology
• Proficiency in Microsoft Office Suite, especially Excel
• Strong written and verbal communication skills

Key Attributes for Success

• Highly detail-oriented and organized
• Strong mathematical and analytical skills
• Professional demeanor and collaborative attitude

#ONDT