Bookkeeper

Job Description

Job Description

Job Description

Bookkeeper — Job Description

Company: Confidential
Industry: International transportation & logistics
Reports to: Vice President / CEO / External Accountant
Employment type: Full-time

Position Overview

The Bookkeeper is responsible for maintaining accurate financial records for daily operations, ensuring timely recording of transactions, reconciliation of accounts, payroll support, and preparation of financial data for management and external accountants.
This role is critical to cash flow visibility, compliance, and operational control across Canadian and U.S. entities.

The ideal candidate is detail-oriented, organized, deadline-driven, and experienced with QuickBooks Online and transportation-related accounting workflows.

Core Responsibilities & Duties

Daily Accounting Operations

• Record all financial transactions in QuickBooks Online (AP, AR, expenses, journal entries).
• Match deposits and payments to loads, invoices, VINs, or customers.
• Maintain accurate chart of accounts and proper expense categorization.
• Upload and organize receipts using Dext or similar document capture tools.

Accounts Receivable

• Issue customer invoices based on dispatch/load confirmations.
• Monitor aging reports and follow up on overdue balances.
• Apply payments correctly across multiple companies and currencies (USD/CAD).
• Reconcile discrepancies between Super Dispatch, bank deposits, and QBO.

Accounts Payable

• Review, verify, and process vendor and subcontractor invoices for accuracy and proper authorization.
• Verify driver settlements, trip sheets, and deductions before payment.
• Enter invoice data into the accounting system QBO and Dext for payment processing.
• Schedule ETF/wire payments via RBC Pay Edge payment platform.
• Maintain accurate payable aging and cash-flow awareness.

Bank & Credit Card Reconciliation

• Reconcile bank accounts, credit cards, fuel expenses, payroll, and loan accounts monthly.
• Investigate and resolve discrepancies promptly.
• Ensure books are month-end ready for accountant review.

Payroll Support

• Prepare payroll data for drivers, dispatchers, and staff.
• Track vacation pays, deductions, bonuses, and holdbacks.
• Coordinate with ADP for processing and compliance.

Compliance & Reporting

• Assist with HST/GST and other filings.
• Prepare financial reports:
• • Profit & Loss
  • Balance Sheet
  • Cash Flow
  • AR/AP aging
• Support year-end closing and tax preparation.

Key Tools Used

• QuickBooks Online (QBO) core accounting system
• Dext
• Super Dispatch — load/invoice verification
• ADP
• Online banking: Multi-Platform
• Microsoft Excel / Google Sheets — reconciliations & tracking
• Communication: Teams, email, WhatsApp (internal coordination)

Education Requirements

Required:

• Diploma or certificate in Accounting, Bookkeeping, or Finance

Preferred:

• College degree in Accounting, Business Administration, or Finance
• QuickBooks Online certification

Required Knowledge

• Full-cycle bookkeeping principles
• Canadian basic tax structure (payroll, sales tax, corporate)
• Accounts receivable & payable management
• Bank reconciliation and financial controls
• Multi-currency transactions (USD/CAD)
• Transportation or logistics accounting workflow (strong asset)

Experience

Required:

• 3+ years bookkeeping experience
• Hands-on QuickBooks Online usage
• Experience with high-volume transactions

Strongly Preferred:

• Experience in transportation, trucking, or logistics company
• Cross-border accounting exposure (Canada & U.S.)
• Payroll coordination experience

Skills & Abilities

Technical Skills

• Accurate data entry and reconciliation
• Financial report preparation
• Spreadsheet proficiency
• Document organization and audit readiness

Core Competencies

• Extreme attention to detail
• Strong time management & deadline discipline
• Confidentiality and integrity
• Problem-solving mindset
• Ability to work independently with minimal supervision
• Clear communication with dispatch, management, and accountants

Key Performance Indicators (KPIs)

• Books reconciled monthly without delays
• AR aging within target collection period
• Accurate driver/vendor payments without corrections
• Zero missed tax or payroll deadlines
• Clean year-end for accountant submission

What Success Looks Like in This Role

• Management always knows true cash position.
• No surprises in taxes, payroll, or liabilities.
• Financial records are clean, organized, and audit ready.
• Operations and accounting are fully aligned.

Salary Ranges (2026):

• Mid-Level (3–5 yrs) $50,000 - $60,000 ($25-$30 hourly)