Accounting & Administrative Coordinator
Company: InGeo Design
Location: Toronto, ON (in-office) close to Don Mills and Eglinton
Job Type: Full-Time
About Us
InGeo Design is a small, collaborative firm that values organization, efficiency, and a calm, supportive work environment. We are looking for a detail-oriented Accounting & Administrative Coordinator who can manage day-to-day office operations while supporting our financial processes.
Position Overview
This role is ideal for someone who is highly organized, has practical accounting experience, and enjoys a steady, structured workflow. You will play a key role in keeping our office running smoothly while supporting accounting, administrative, and light operational tasks.
Key Responsibilities
Accounting & Financial Tasks
- Prepare monthly invoicing
- Follow up weekly on outstanding invoices
- Assist with payroll processing and payments to subcontractors
- Pay office expenses (utilities, subscriptions, insurance, taxes, WSIB, etc.)
- Process employee expense reimbursements
- Assist with HST quarterly submissions
- Maintain records for annual payments (e.g., corporate filings, certifications)
- Coordinate with external accountant as needed
Administrative & Office Coordination
- Prepare proposals and supporting documentation
- Organize and maintain digital and physical filing systems
- Open and close project folders and maintain records
- Order office supplies and maintain inventory
- Manage marketing material orders
Operational & Project Support
- Assist with vibration monitoring checks and reporting
- Purchase specialized materials
- Prepare and update client and prospect profiles
- Support project documentation and background research
Marketing & Business Support
- Assist with marketing materials and presentations
- Support website updates, social media, and Google listings
- Help coordinate client gifts and seasonal initiatives
Qualifications
- Practical accounting experience (bookkeeping, invoicing, payroll support)
- Strong organizational and time management skills
- Proficiency in Microsoft Office (especially Excel and Word)
- Experience with accounting software is an asset
- Excellent attention to detail and follow-through
- Comfortable handling multiple responsibilities in a small office
- Strong communication skills
What We Offer
- Calm and supportive work environment
- 2 weeks vacation paid and additional days during the holidays in December
- Day off on your birthday
- Collaborative small team culture
- Stable, long-term position
- Health spending account
- Gas monthly reimbursement
- Fun group activities ( in the past we have: gone canoeing, done the CN tower glass floor walk, white water rafting, nature walks, etc.)
Job Types: Full-time, Part-time
Pay: From $55,000.00 per year
Benefits:
- Casual dress
- Company events
- Life insurance
- On-site parking
- Paid time off
- Vision care
Education:
- Bachelor's Degree (required)
Location:
- Toronto, ON M3C 3S2 (required)
Work Location: In person
