Overview
Dovetale Collections is seeking an experienced and detail-oriented Senior Bookkeeper & Financial Services Manager to serve as the financial backbone of our family-owned business. This is a senior, full-cycle bookkeeping role with finance management responsibilities, requiring both deep technical accounting competence and the interpersonal skills to represent our business with professionalism and warmth.
The successful candidate will hold primary responsibility for all bookkeeping and financial operations at Dovetale Collections and will additionally provide administrative bookkeeping oversight at our affiliated business, Jacobsons Fine Foods. This individual will work closely with ownership and senior management, and will be expected to exercise sound judgment, maintain confidentiality, and contribute meaningfully to the financial health and operational continuity of both organizations.
Full-Cycle Bookkeeping & Financial Management
- Manage full-cycle bookkeeping and payroll functions for DoveTale Collections, with administrative bookkeeping oversight - extended to Jacobsons Fine Foods as required.
- Record all financial transactions accurately and in a timely manner, including sales, purchases, receipts, and payments, within QuickBooks and any supporting systems.
- Close transactional month-end and year-end processes on the company schedule and within specified accounting periods.
- Maintain, monitor, and reconcile all GL accounts to detailed reports, including cash and bank reconciliations, prepaid expenses, accounts receivable, accounts payable, accrued liabilities, intercompany accounts, and point-of-sale (POS) system uploads (where applicable).
- Establish and sustain a systematic accounting documentation system, safeguarding the confidentiality and integrity of all financial data.
- Develop and implement internal controls and procedures to safeguard company assets and ensure the accuracy of financial records.
- Oversee ERP/accounting system management, including maintaining the chart of accounts and configuring system requirements for report building in QuickBooks.
Accounts Receivable
- Manage the full accounts receivable cycle, including invoicing, collections, and account follow-up via email, written correspondence, and phone. This position serves to support escalated communications for accounts in arrears and requires strong, supportive communication with both our sales team and customers.
- Review and process customer credit applications in a timely and effective manner; manage and monitor customer credit limits as directed by senior management or ownership.
- Lead and support A/R practices with a strong emphasis on excellent customer service and professional communication with business partners.
- Report regularly to management on collection status and account standing.
Accounts Payable
- Coordinate and process all accounts payable, including issuing payments to suppliers and service providers.
- Reconcile credit requests against accounts payable and ensure accounts are accurate and appropriately balanced.
- Ensure accuracy and timeliness of all vendor payments in accordance with agreed terms.
Payroll & HR Accounting
- Calculate wages and prepare and process payroll using payroll software, ensuring compliance with applicable employment standards and deadlines. *This role is currently being managed by a third party contractor. This role will eventually take on this responsibility but on the timeline and discretion of Ownership.
- Maintain accurate tracking systems for employee HR-related monitoring as it pertains to vacation, sick days, and any other contractual obligations that affect bookkeeping practices.
Financial Reporting & Analysis
- Prepare and analyze financial statements, including balance sheets, income statements, and cash flow statements, presenting at regular intervals as required by ownership.
- Compile trial balances, maintain general ledgers, and prepare financial documents that accurately reflect the company's financial position.
- Assist in budgetary planning and financial modelling as requested by ownership.
- Identify issues, errors, and discrepancies; investigate root causes and communicate findings to ownership or, where appropriate, senior management proactively.
Regulatory Compliance & Government Remittances
- Ensure full compliance with GST/HST tax remittances, workers' compensation filings, and all other applicable government submissions and deadlines.
- Communicate with government agencies regarding information requests, assessments, and installments.
- Submit all required government documentation accurately and on time, ensuring ongoing adherence to relevant federal and provincial laws and regulations. The integrity of this role and its work is essential to our business.
Audit Support & Year-End
- Support external accountants and controllers by providing thorough financial documentation and data for internal and external audits.
- Coordinate year-end inventory counts and inventory cycle counts in collaboration with the operations team.
- Coordinate with external auditors and tax professionals as needed throughout the year.
Customer Service & Stakeholder Relations
- Serve as a professional and approachable point of contact for business partners, vendors, and customers on finance-related matters, consistently representing Dovetale Collections with courtesy and competence.
- Work collaboratively with ownership and the management team, developing and maintaining strong working relationships built on trust and clear communication.
Qualifications:
- Minimum 3–5 years of full-cycle bookkeeping experience, preferably in a retail, wholesale, or family business environment.
- Demonstrated proficiency with QuickBooks Online or other accounting or ERP systems such as SAP Business One or Netsuite, and advanced Microsoft Excel skills.
- Strong working knowledge of GST/HST remittances, payroll compliance, and Ontario employment standards as they relate to payroll and HR record-keeping.
- Experience preparing financial statements, reconciliations, and management reports.
- Exceptional attention to detail and a high standard of accuracy in all financial work.
- Strong organizational skills with the ability to manage multiple priorities and meet recurring deadlines.
- Professional written and verbal communication skills, with demonstrated ability to handle customer and vendor interactions with tact and confidence.
- Strong self-starter capabilities and active learning interest
Preferred, but not required:
- Post-secondary education in Accounting, Business Administration, or a related field.
- Experience in a multi-entity or multi-location environment.
- Familiarity with inventory management and year-end inventory processes.
- Experience working directly with business owners in a small-to-medium family business setting.
Core Competencies:
- Financial Integrity & Accuracy — Consistently produces reliable, well-documented financial records with a zero-tolerance approach to errors.
- Confidentiality & Discretion — Handles sensitive financial and personnel information with professionalism at all times.
- Customer Service Orientation — Approaches all stakeholder interactions — internal and external — with warmth, clarity, and professionalism.
- Initiative & Problem-Solving — Proactively identifies discrepancies and brings forward solutions rather than waiting for direction.
- Adaptability — Comfortable working across distinct business platforms with the ability to context-switch effectively. *In this role, adaptability to new technologies, processes and advancements are essential.
- Collaboration — Builds positive relationships with ownership, management, and business partners to support shared organizational goals.
Educational Requirements:
- Post-secondary education in Accounting, Business Administration, or a related field is a preference.
Work Hours and Location:
- This is a full-time, salaried, in-person position based primarily at Dovetale Collections, with periodic presence or administrative oversight responsibilities at Jacobsons Fine Foods. Standard business hours apply, with flexibility expected around month-end, year-end, audit periods, and payroll cycles.
What We Offer:
- A dynamic and supportive work environment with a small entrepreneurial team.
- Opportunities for professional growth and development with our operations team.
- Competitive salary and benefits package.
Pay: $70,000.00-$74,000.00 per year
Benefits:
- Casual dress
- Discounted or free food
- On-site parking
- Paid time off
Language:
- French (preferred)
- English (required)
Location:
- Ottawa, ON K1J 9E5 (required)
Work Location: In person
