About Us
Air Notions is a custom HVAC equipment manufacturer based in Dundas, Ontario, specializing in custom air handling units (AHUs) for commercial and industrial applications across Canada and the United States.
We are seeking an experienced and dependable Accounting & Business Administrator to manage our day-to-day accounting, payroll, employee benefits, HR administration, and general business administration.
This is a hands-on position in which you will complete the work directly. You will manage the company’s accounting records, coordinate payroll and benefits, maintain employee documentation, and serve as the main point of contact for employee administrative questions.
The ideal candidate is organized, approachable, detail-oriented, and comfortable independently managing several areas of responsibility.
Responsibilities
Accounting and finance
- Perform full-cycle bookkeeping
- Maintain accurate general ledger and financial records
- Manage accounts payable and accounts receivable
- Prepare and issue customer invoices
- Follow up on outstanding accounts
- Review and process vendor invoices and payments
- Complete bank, credit-card, and balance-sheet reconciliations
- Process expense reports and employee reimbursements
- Assist with cash-flow tracking and budgeting
- Prepare monthly financial reports for ownership
- Maintain supporting documentation for all financial transactions
- Organize records for tax filings, year-end accounting, and audits
- Coordinate with the company’s external accountant, bank, and government agencies
- Improve accounting procedures and internal controls
Payroll and employee benefits
- Coordinate and process payroll accurately and on time
- Review hours, salaries, deductions, vacation pay, bonuses, and other payroll information
- Respond to employee questions about payroll, deductions, vacation, leave, and benefits
- Set up and administer employee health, insurance, retirement, and other benefit programs
- Enrol new employees in benefit plans and process changes or terminations
- Maintain accurate payroll and benefit records
- Prepare Records of Employment and other required payroll documents
- Communicate with payroll and benefit providers to resolve questions or issues
HR administration
- Maintain accurate and confidential employee records
- Prepare employment letters, forms, and other HR documents
- Coordinate employee onboarding and offboarding
- Track vacation, sick leave, and other employee absences
- Assist with job postings, interview scheduling, references, and employment offers
- Support compliance with Ontario employment standards and company policies
- Maintain and update workplace policies, forms, and the employee handbook
- Help employees understand administrative procedures and company policies
Business administration
- Maintain organized company records and filing systems
- Communicate with vendors and service providers
- Order office supplies and coordinate administrative requirements
- Track important payments, filings, renewals, and deadlines
- Support ownership with reports and special projects
- Develop efficient and consistent administrative processes
Qualifications
- At least three years of relevant experience in accounting, bookkeeping, payroll, HR administration, or a similar combined position
- Strong understanding of bookkeeping and general accounting principles
- Experience with accounts payable, accounts receivable, reconciliations, payroll, and financial reporting
- Experience administering employee benefits and maintaining HR records
- Familiarity with Ontario payroll and employment requirements
- Proficiency with accounting and payroll software
- Proficiency with QuickBooks Online, including transaction entry, invoicing, accounts payable and receivable, bank reconciliations, and financial reporting
- Strong Microsoft Excel skills
- Excellent organization and attention to detail
- Clear written and verbal communication skills
- Ability to prioritize responsibilities and meet recurring deadlines
- Ability to work independently with limited supervision
- Sound judgment and discretion when handling confidential financial and employee information
Preferred qualifications
- Diploma or degree in accounting, finance, business administration, human resources, or a related field
- Payroll Compliance Professional designation or relevant payroll training
- Experience working in a small or growing business
- Experience improving accounting and administrative processes
- Familiarity with employee benefit plans and workplace policies
A CPA designation is not required.
What success looks like
- Accounting records are accurate, complete, and current
- Payroll is processed correctly and on schedule
- Employees receive clear and timely answers
- Benefits and employee records are administered properly
- Payments, filings, renewals, and other deadlines are not missed
- Ownership receives reliable financial information
- Confidential company and employee information is handled appropriately
What we offer
- Competitive compensation based on experience, skills, and qualifications
- Full-time, long-term employment
- Health and dental benefits following the successful completion of the probationary period
- An opportunity to contribute to a growing manufacturing company
- A dynamic and fast-paced work environment
- A supportive and collaborative team atmosphere
- Opportunities for professional development, career growth, and advancement
- Company events
- Dental care
- Extended health-care coverage
- Life insurance
- Vision care
- On-site parking
This position offers an engaging environment where organization, initiative, accuracy, and teamwork are valued. The successful candidate will demonstrate professionalism and a commitment to continuous improvement in all aspects of their work.
Pay: $50,000.00-$65,000.00 per year
Work Location: In person
