Office Services jobs in Whitby, ON

About Horn IT

Horn IT Solutions is a managed IT services provider delivering standardized, scalable, and security-first IT environments for our clients. Our service model emphasizes operational consistency, strong governance, and high-quality client experience across all engagements.

As we continue to grow, we are seeking a highly organized and detail-oriented Office Manager / Accounting & Operations Coordinator to take ownership of our financial operations and administrative functions.

Role Overview

This role is responsible for managing the day-to-day financial operations of the business, including accounts receivable/payable, bookkeeping, payroll coordination, and compliance reporting. In addition, the role supports key operational functions such as client billing, contract management, and vendor administration.

This is a critical role that ensures financial accuracy, operational discipline, and a smooth administrative backbone for the organization.

Key Responsibilities

Accounting & Financial Operations

• Manage Accounts Receivable (AR) and Accounts Payable (AP) processes end-to-end
• Perform monthly close activities, including:
• Wage, bonus, and commission accruals
• Prepaid expense tracking
• Capital asset tracking and depreciation
• Foreign exchange (FX) adjustments
• Oversee and coordinate payroll processing
• Perform bank and credit card reconciliations
• Maintain accurate expense categorization and general ledger integrity
• Prepare and file HST returns
• Support ongoing financial reporting and audit readiness

Operational & Administrative Responsibilities

• Manage client billing processes, ensuring accuracy and timeliness
• Administer client contracts, including tracking renewals, terms, and pricing
• Manage vendor contracts and relationships
• Maintain financial and operational documentation
• Support internal process improvement and standardization initiatives

Systems & Tools

• Utilize and maintain financial systems, including:
• QuickBooks Online (expert-level proficiency required)
• Dext (expense capture and processing)
• Plooto (payments and approvals)
• Learn and operate business systems including:
• Halo PSA (Professional Services Automation tool for billing and operations)
• Other internal platforms as required

Qualifications & Experience

• 3+ years of experience in bookkeeping, accounting, or office management roles
• Strong hands-on experience with:
• QuickBooks Online (advanced/expert level)
• AR/AP workflows and tools (Dext, Plooto or similar)
• Solid understanding of:
• Canadian accounting practices
• HST/GST compliance and filing
• Month-end close processes and accrual accounting
• Experience with payroll coordination
• High attention to detail and strong organizational skills
• Ability to manage multiple priorities and deadlines independently

Nice to Have

• Familiarity with PSA tools
• Exposure to contract management and recurring revenue billing models

What Success Looks Like

• Accurate and timely month-end close
• Clean, well-maintained financial records
• Efficient and predictable billing and collections processes
• Strong control over contracts and financial commitments
• Improved operational visibility and financial discipline

Why Join Horn IT

• Be part of a growing, process-driven IT services organization
• Work in a structured, standards-based environment with clear operating models
• Opportunity to shape and improve internal financial and operational processes
• High-impact role with visibility across the entire business

Job Types: Full-time, Permanent

Pay: $75,000.00-$85,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Work Location: Hybrid remote in Whitby, ON L1N 8P9