Bookkeeper and Office Coordinator

Position: Bookkeeper and Office Coordinator

Employment type: Full time

Start date: April 2025

Reports to: Executive Director

Job Overview:

We are seeking a detail-oriented and organized Bookkeeper and Office Coordinator to join our small but dynamic team at Maple Grove Christian Retreat Centre. In this dual role, you will be responsible for managing the company’s financial transactions and maintaining efficient office operations. This position is ideal for someone who thrives in a fast-paced environment and enjoys multitasking while contributing to the overall success of the organization.

Job Description:

The Bookkeeper & Office Coordinator is responsible for the oversight of Account Payable, Accounts Receivable, Payroll and office duties including responding to emails, answering guest & Lot Lease Holder inquiries, answering the phone, processing payments, etc. The candidate draws upon a broader skill base to ensure that facilities are maintained to a standard that allows the organization to accomplish its mission of “facilitating ministries that make and grow disciples of Jesus Christ”. The position is year-round, with duties varying seasonally.

Some weekend work should be expected.

Duties include but are not limited to:

Bookkeeping duties:

• Accounts Payable: receive invoices via mail or email and pay in a timely manner from appropriate bank account
• Accounts Receivable: add transaction into Quickbooks Online using correct category and other details as required, including cheque and cash deposits, e-transfers, etc. and print & email required Quickbooks reports to Treasurer and Executive Director
• Payroll: complete payroll in Quickbooks Online bi-weekly
• Review and schedule pre-authorized debit payments prior to the 15th of each month
• Revise pre-authorized credit card payments file and send to camp office
• Input donations into Donation program software
• Update Project spreadsheets
• Prepare invoice for hydro usage using Hydro Calculations spreadsheet
• Review & pay Source Deductions (payroll tax) monthly
• Review & pay WSIB Remittance quarterly
• Review & pay HST quarterly instalment to Receiver General and file annual HST return for charities with GST rebate for charities
• Prepare & send out January Lot Leaseholder invoices via Quickbooks
• Print and mail Donation Tax Receipts using Donation program software
• Provide timely reports (bank reconciliation, income statement, balance sheet) to Finance Committee
• Attend Finance Committee meetings to answer questions and provide input – either in person or via Zoom

Office Coordination duties:

• Answering the phone and responding to phone enquiries and messages
• Providing excellent customer service whether by phone, email or in person conversation
• Distributing incoming mail, and posting mail
• Processing rental and Lot Leaseholder payments
• Answering questions relating to accommodations (cabins, trailers, tents) and guest groups, etc.
• Greeting guests who come to the office, sharing the camp map and marking their lot location, reviewing code of conduct with them and reminding them of quiet hours
• Maintain and update Campspot, the online booking system
• Oversee office supplies and equipment
• Organising and maintaining files, both electronically and paper, ensuring data integrity and security
• Schedule meetings, appointments and company events while managing calendars for team members
• Assist the Executive Director in the development of office procedures and policies to enhance productivity
• Work closely with other staff including other staff, Executive Director, Treasurer & Finance Committee and Board of Directors, as required

• Other duties as required

   

About Maple Grove Christian Retreat Centre

Maple Grove Christian Retreat Centre was founded in 1947 and has served as a place to facilitate ministries that make and grow disciples of Jesus Christ ever since. Maple Grove sits on approximately 150 acres in Southwestern Ontario, 15 minutes north of the 401 and 20 minutes east of London. Approximately ⅓ of Maple Grove lands are forested, ⅓ leased agricultural land and ⅓ used for camp amenities and seasonal lot lease.

Maple Grove is a unique ministry facility with approximately 120 annual lot lease holders with private accommodations on the grounds and 15 camp owned accommodations. The grounds also have four public bathrooms, swimming pool and change rooms, a large open air worship space, a dining hall and lounge space. During the “camping season” (May to October) the grounds are busy with lots of activity and use. Outside the camping season, the grounds have fewer people and tasks shift more towards opening or winterizing facilities and undertaking capital improvements and renovations.

What we are looking for in you:

• A strong love for God and an active faith life, with the desire to be part of an impactful organization

• Associate’s degree in Accounting, Finance, Business Administration, or a related field is preferred, but relevant experience will also be considered. At minimum 5 years of experience as a Bookkeeper, with a deep understanding of financial principles and Bookkeeping practice, including preparing documents and working closely with auditors for annual audit and charity reporting

• Knowledge of Quickbooks Online, including Quickbooks Payroll
• Experience in an Office Admin role

• Technical online skills including Microsoft Office Suite ( Word, Excel and Outlook) and Google workspace

• Experience in research and data analysis to compile reports
• Excellent organizational and multitasking skills with a strong attention to detail
• Effective communication skills, both written and verbal
• Ability to maintain confidentiality and handle sensitive information
• Project Management experience is preferable
• HR process and practice experience is a plus
• Fundraising experience is favorable