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Bookkeeper and Office Coordinator

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Home Instead Senior Care®

Bookkeeper & Office Coordinator Job Description

 


1719094 Ontario Inc. d/b/a Home Instead Senior Care – Toronto East

 

Objective:

 

The Bookkeeper and Office Coordinator is expected to perform a variety of clerical and administrative tasks related to providing our clients with a high-quality service and while maintaining all related financial transactions within our general ledger. 

 

Primary Responsibilities:     

           

Bookkeeping

  • Process all client billing, including client invoice generation, distribution and follow-up
  • Receive, book, and manage all client payments, (including deposits) in accordance with established practices and across all payment systems
  • Manage and oversee all aging receivables, client billing inquiries and delinquent accounts as necessary
  • Update and maintain all client files with the appropriate/relevant financial information
  • Maintain necessary side ledger(s) for billing, tax and client account reconciliations
  • Book all monthly invoices/expenses relevant to the on-going operations of the office and process payments as required
  • Perform monthly bank account reconciliations
  • Administer existing payroll system and associated distributions
  • Perform quarterly HST filings and payments
  • Perform quarterly & annual financial reviews with Managing Director
  • Maintain existing documented bookkeeping policies & procedures while documenting new practices as required
  • Perform all Royalty & Tax submissions on a scheduled basis

 

 

 

Office Administration                                                   

  • Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate office staff
  • Direct new client inquiries and answer any queries relevant to the position’s responsibilities
  • Communicate client and CAREGiver concerns or problems with owner or other staff members as appropriate
  • Ensure Home Instead Senior Care standards are met and upheld
  • Maintain regular attendance at the office to execute job responsibilities
  • Demonstrate open and effective communication with owner, colleagues and CAREGivers
  • Reflect the core values of 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead Senior Care franchise).

 

 

 

 

 

Secondary Responsibilities: 

 

  • Make one-time, minimal adjustments to existing client schedules upon request
  • Assist in the hiring process for new CAREGivers, including fielding employment inquiries, phone screening applicants, scheduling interviews and conducting reference checks
  • Assist with the new CAREGiver onboarding process, duties may include conducting background checks, reviewing and finalizing onboarding documents.
  • Greet and welcome each visitor to the office in a friendly, warm and professional manner, determine each visitor’s purpose and notify the appropriate staff member of their arrival
  • Enter and maintain accurate client and CAREGiver records in the operating system
  • Organize and distribute the daily mail according to prior instructions and post outgoing mail
  • Create form letters, labels, mail merges and information packages
  • Order and stock office supplies and stationary
  • Occasional evening and weekend on-call responsibilities
  • Support office colleagues as necessary

 

Critical Numbers:

  • 100% of calls answered by 2nd ring
  • Billing process conducted completely, accurately and on time every period
  • 100% of all mandatory government remittances (including HST, payroll, corporate tax, NRT, WSIB etc.) submitted completely, accurately and on time
  • All receivables aged greater than 60 days actioned appropriately 100% of the time
  • CAREGiver hiring process conducted completely, accurately, and timely, meeting home office, federal and provincial requirements 100% of the time

 

Education/Experience Requirements:

  • College certificate or diploma in accounting or payroll administration required
  • High proficiency in Microsoft Office Suite and QuickBooks Desktop application
  • A minimum of one year of related business experience or an equivalent combination of education and work experience
  • Must possess a valid driver’s license
  • Must be eligible for work in Canada
  • Must be able to pass and meet Criminal Background Check requirements

 

Knowledge, Skills and Abilities:

  • Must demonstrate excellent oral and written communication skills and the ability to listen effectively
  • Must have the ability to work independently, maintain confidentiality of information and meet deadlines
  • Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
  • Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
  • Must have the ability to organize and prioritize daily, monthly and yearly work
  • Must be able to establish good working relationships with management, colleagues, franchise owners and their staff
  • Must present a professional appearance and demeanor
  • Must be able to operate office equipment 
  • Must be patient and congenial on the telephone 
  • Must be able to perform duties in a professional office setting
  • Must have an understanding of and uphold the policies and procedures established by 1719094 Ontario Inc., (d.b.a. an independently owned and operated Home Instead Senior Care franchise)

 

 

 

 

Essential Home Instead Senior Care®

Competencies

 

Characteristics-All Roles

 

Delivering Results

Maintaining a high level of commitment to personally getting things done.

People who are competent at delivering results assume personal responsibility for achieving outcomes and work effectively with little direction. They are dependable and responsible.

Customer Service

Recognizing and understanding customers’ needs and delivering in a manner that exceeds customers’ expectations. People who are competent at customer service have a desire to please customers and can recognize customers’ needs. They consistently do more than is required of them to ensure that the customer is satisfied.

Influencing & Persuading

Convincing others to adopt a course of action. People who display this competency influence others without being excessively aggressive or pushy. They understand their audience and modify their method of persuasion accordingly. They are confident and do not give up easily.

Teamwork & Collaboration

Effectively working and collaborating with others toward a common goal. People who are competent at teamwork build and maintain cooperative work relationships with others. They complete their own tasks for group projects in a timely and responsible manner and directly contribute to reaching the group goal.

Interpersonal Communication

Communicating clearly and effectively with people inside and outside of the organization. People who are competent at interpersonal communication listen effectively and develop rapport with others. They are able to articulate their thoughts and ideas clearly, they present information in a straightforward and logical way, and they ensure that they are understood. They share information with others that will improve overall work progress.

Living Home Instead

Building trust, taking the lead and sharing your heart.

 

 

 

 

 

 

 

 

 

 

Home Instead Senior Care®

Office Coordinator Competencies

 

 

 

Resilience

 

Effectively dealing with work related problems, pressure, and stress in a professional and positive manner. People who exhibit resilience maintain a positive attitude even when faced with frustration, pressure or change. They recover quickly when faced with obstacles or setbacks

Quality Focus

 

Promoting and maintaining high standards of quality at work. People who display this competency consistently produce high quality work. They apply discipline and a detail orientation to their work activities and constantly look for ways to improve the quality of products or services. They encourage others to have high quality standards in their work.

Planning & Organizing

 

Effectively organizing and planning work according to organizational needs by defining objectives and anticipating needs and priorities. People who are competent at planning and organizing efficiently manage their time and the time of others and effectively handle multiple demands and competing deadlines.  They identify goals, develop plans, estimate time frames and monitor progress.

 

Each Home Instead franchise is independently owned and operated.

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