WHO WE ARE
The Notary Group is a trusted provider of notarial services with offices across multiple locations and a strong remote service presence throughout the region. We serve clients in property transactions, estate planning, and notarizations — including in rural and remote communities across BC.
We are a small, close-knit professional firm. You will work at our head office in Kelowna directly with the Managing Partners — not filtered through layers of management — and you will have real scope to make a lasting difference as to how we operate.
THE OPPORTUNITY
This is a senior financial role with genuine responsibility and autonomy. You will be responsible for the day-to-day financial operations of the firm, with a particular focus on trust accounting compliance, internal controls, and the supervision of our other bookkeeping team members, and working with the firm's other staff members for both general and trust accounting requirements.
We are not looking for someone to fill a seat. We are looking for someone who takes pride in accurate records, spots problems before they become crises, and brings the kind of strict professionalism that a firm handling client funds demands. If you have built your career in legal, notarial, or real estate accounting and want a role where your expertise genuinely matters, we want to hear from you.
WHAT YOU WILL DO
Trust Accounting:
- Maintain trust account records in compliance with the Rules of the Society of Notaries Public of British Columbia
- Prepare and review monthly trust reconciliations; investigate and resolve discrepancies promptly
- Track all trust disbursement cheques from issuance through to clearing, with documented follow-up on any uncashed or undelivered cheques
- Monitor client trust ledgers and support the closing process for conveyancing files
Financial Controls and Oversight:
- Work with the Managing Partners in the design and oversight of the firm's financial matters
- Supervise and review the work of other bookkeeping staff
- Monitor trust and general account activity with direct access to bank records
- Maintain documented procedures for all financial processes, including cash receipting, cheque production, and wire transfer authorization
- Flag irregularities to the Managing Partners promptly and without hesitation
General Accounting:
- Manage accounts payable, accounts receivable, payroll, and general ledger in QuickBooks Online
- Prepare monthly financial summaries for the Managing Partners
- Manage GST filings, payroll remittances, and other statutory obligations
- Coordinate with external accountants for annual financial reporting and other needs
- All other normal routine bookkeeping functions, including bank runs
WHAT WE ARE LOOKING FOR
Required:
- Minimum 5 years of accounting experience, with demonstrated progression to a senior or supervisory level
- Experience with FINTRAC requirements
- Experience with trust accounting in a BC law firm, notary firm, real estate, or other regulated environment
- Proficiency with QuickBooks Online
- Strong working knowledge of reconciliation, financial reporting, and internal controls
- Exceptional attention to detail and personal integrity
- Ability to work independently and manage competing priorities across multiple sites
An asset (but not required):
- CPA designation or progress towards one
- Familiarity with the Rules of the Society of Notaries Public of British Columbia or the Law Society of BC trust accounting rules
- Experience working in a small professional services firm
- Experience identifying or responding to financial irregularities
WHAT WE OFFER
- Salary of $50,000 – $75,000, commensurate with experience
- Extended benefits package, effective after the 3-month probationary period
- A permanent, full-time in-person position based in Kelowna
- Direct working relationship with the Managing Partners
- A role with real scope and visibility where your contribution is seen and valued
- The lifestyle advantages of working in Kelowna — one of BC's most desirable communities
A NOTE ON FIT
This role suits someone who has done serious trust accounting work and wants a position where they are trusted and respected as the financial expert in the room. We are a small firm that needs a proactive and vocal leader in this role. It will not suit a beginner, someone who is looking for a stepping stone, or someone looking for a "quiet", introspective role.
We work in a regulated environment with real consequences for errors. We need someone who understands that and takes it seriously. In return, we will treat you as a professional, give you the tools you need to do your job well, and back you up when you raise concerns.
TO APPLY
Please submit a resume and a cover letter. In your cover letter, tell us specifically about your experience with trust accounting in a regulated environment.
Finalists will be required to provide: professional references (minimum 3, including at least one direct supervisor), and confirmation of relevant credentials or experience.
Only those who qualify will be contacted.
Benefits:
- Extended health care
- On-site parking
Work Location: In person, at #103 - 1912 Enterprise Way, Kelowna
Pay: $50,000.00-$75,000.00 per year
Benefits:
Experience:
- Bookkeeping: 5 years (required)
Location:
- Kelowna, BC V1Y 9S9 (required)
Work Location: In person
