Position Overview
We are looking for an experienced Accounting & Billing Operations Specialist to take ownership of the day-to-day accounting and financial administration of our organization.
This is not a basic bookkeeping position. The successful candidate will be responsible for accounts receivable, accounts payable, payroll, reconciliations, journal entries, government filings, year-end preparation, and recurring client billing reconciliation within a managed IT services environment.
A major part of this position will be ensuring that vendor costs, software licensing, recurring services, client agreements, and invoices are accurately reconciled. The person in this role must be comfortable investigating discrepancies, identifying missed or incorrect billing, and maintaining accurate financial records across multiple systems.
Key Responsibilities Accounting & Financial Operations
- Manage day-to-day accounting activities using QuickBooks Online (QBO)
- Maintain accurate general ledger accounts and financial records
- Prepare and post journal entries
- Complete bank and credit card reconciliations
- Review and reconcile balance sheet accounts
- Investigate and correct accounting discrepancies
- Maintain supporting documentation for financial transactions
- Assist with month-end and year-end closing processes
- Prepare financial information and supporting schedules for the external accountant
- Coordinate year-end requirements and ensure accounting records are complete and accurate
Accounts Receivable
- Prepare and issue client invoices
- Maintain and reconcile accounts receivable
- Monitor outstanding balances and aging reports
- Follow up on overdue accounts and coordinate collection activities
- Apply customer payments and credits accurately
- Investigate payment discrepancies
- Process billing adjustments, credits, and corrections
- Maintain accurate client billing information
MSP Billing & Revenue Reconciliation
- Reconcile recurring client billing against contracts and service agreements
- Compare vendor invoices against client billing
- Reconcile software licensing, users, devices, security services, backup services, and other recurring technology products
- Identify services being purchased but not billed to clients
- Identify incorrect quantities, duplicate charges, missed cancellations, and billing inconsistencies
- Review client onboarding and offboarding to ensure billing begins and ends appropriately
- Work with technical and service teams to validate billing changes
- Maintain accurate recurring billing information within the PSA and accounting systems
- Identify potential revenue leakage and margin discrepancies
Accounts Payable
- Enter and process vendor invoices
- Review invoices for accuracy and proper authorization
- Reconcile vendor statements
- Schedule and process vendor payments
- Maintain accurate accounts payable records
- Investigate duplicate charges, incorrect invoices, and vendor discrepancies
- Ensure expenses are properly categorized and recorded
- Maintain supporting documentation for purchases and payments
Payroll
- Process employee payroll accurately and on schedule
- Maintain payroll records within QuickBooks Online or the applicable payroll platform
- Process payroll deductions, benefits, vacation, taxable benefits, and adjustments
- Prepare payroll journal entries and reconciliations
- Maintain employee payroll information
- Prepare and process employee terminations and final payroll requirements
- Prepare Records of Employment (ROEs)
- Assist with preparation of T4s and other year-end payroll documentation
- Reconcile payroll accounts and government remittances
Government Remittances & Tax Filings
- Prepare and submit GST/HST and applicable provincial sales tax filings
- Prepare payroll remittances and other required government payments
- Maintain filing schedules and ensure deadlines are met
- Reconcile tax payable and tax receivable accounts
- Assist with T4, T4A, and other required annual filings
- Prepare supporting documentation for corporate tax preparation
- Coordinate with external accountants when required
- Respond to accounting documentation requests related to CRA or provincial tax matters
Qualifications
- Strong working knowledge of QuickBooks Online
- Demonstrated experience managing accounts payable and accounts receivable
- Experience processing payroll and payroll remittances
- Experience preparing ROEs
- Experience preparing GST/HST and other tax filings
- Experience with journal entries and general ledger accounting
- Strong understanding of bank, credit card, balance sheet, and account reconciliation
- Experience assisting with month-end and year-end accounting
- Strong understanding of accrual accounting principles
- Strong Excel skills
- Excellent attention to detail
- Strong organizational and time-management skills
- Ability to investigate discrepancies rather than simply process transactions
- Ability to work independently and take ownership of accounting responsibilities
- Strong written and verbal communication skills
Preferred Experience
- Previous experience working for a Managed Service Provider (MSP), technology company, telecom company, SaaS provider, or another recurring-revenue business
- Experience reconciling recurring contracts and subscriptions
- Experience working with PSA or ERP systems
- Experience reconciling Microsoft 365, software licensing, cybersecurity, cloud, backup, or other subscription-based services
- Experience working with multiple companies or corporate entities
- Experience preparing financial reporting packages for management
What We Are Looking For
We are looking for someone who does more than enter transactions.
The right person will notice when something does not make sense and investigate it.
If a vendor invoice suddenly increases, we expect this person to understand why. If we are paying for 75 software licenses but only billing a client for 62, we expect them to identify the discrepancy. If an account does not reconcile, we want someone who will trace the issue to its source rather than simply create an adjustment to make the numbers balance.
This role requires a high level of accountability, accuracy, organization, and financial awareness.
You will have significant responsibility for ensuring the company's accounting records, payroll, client billing, vendor payments, tax filings, and recurring revenue are accurate and properly maintained.
Benefits:
- Dental care
- On-site parking
Work Location: In person
