IS THIS YOU
You track deadlines before they're due, flag problems before they become emergencies, and take quiet pride in a clean set of books and an organized operation. Numbers and admin work feel natural together for you because both require the same thing: precision, follow-through, and a process that works.
You're curious about AI, not apprehensive — your first instinct is to try a new tool, not question it. You manage up without being asked, and the people around you never have to chase you for an update.
If that's you, keep reading as you might just be our next Accounting & Operations Coordinator.
ROLE
As the Accounting & Operations Coordinator, you own two things: the numbers and the operations. Your time is dedicated to bookkeeping, payroll, and financial reporting. The rest is keeping the business organized — file management, application processing, data entry, and working through the operational gaps that slow a growing company down.
You'll report to the General Manager, work closely with the CEO on reporting and deadlines, and serve as our primary liaison with the external accounting firm.
The books are yours. The deadlines are yours. The follow-through is yours.
RESPONSIBILITIES
- Code and process approximately 250 transactions per month across Xero and Rentvine
- Process monthly owner disbursements accurately and on schedule
- Process semi-monthly payroll for 3 employees in Wagepoint
- Prepare and file HST remittances and ongoing WSIB premium reports on schedule
- Prepare and distribute the weekly A/R report and follow up on outstanding receivables
- Prepare the semi-monthly A/P report and process approved payments
- Process and upload vendor invoices and utility bills into Rentvine; match invoices to work orders
- Complete the monthly bank reconciliation in Xero and prepare the monthly P&L report
- Update the CEO financial dashboard in Google Sheets weekly
- Create quotes in Xero from vendor estimates for team review prior to sending
- Process incoming rental applications: review, underwrite, summarize, and prepare owner communication emails following our defined process
- Audit and maintain owner, tenant, and property records in Rentvine; add new owners, properties, and residents to Rentvine and Monday.com following onboarding
- Audit and organize digital files ensuring uniform naming conventions across Google Drive and all internal systems
- Serve as the primary liaison with the external quarterly accounting firm — prepare files, respond to inquiries, and coordinate year-end support
- Systematically work through outstanding operational gaps from our company process list — building templates, creating SOPs, and completing items deferred due to capacity
- Proactively flag financial discrepancies, upcoming deadlines, and anything requiring a decision before it becomes a problem
- Actively identify opportunities to use AI and automation to reduce manual work within your role and across the team
RESULTS
- Owner disbursements and payroll are processed accurately on schedule — every time, without exception
- HST, WSIB, and all compliance filings are submitted and paid before their deadlines — without being reminded
- A/R and A/P reports are delivered on their scheduled cadence; outstanding balances are actively followed up on and kept current
- Monthly P&L and bank reconciliation are completed within 5 business days of month end
- The CEO dashboard is updated every week without being asked — the GM and CEO are never chasing you for a status update
- Rental applications are processed within 24 hours with a complete, professional owner summary ready to send
- Files are organized, consistently named, and findable by any team member at any time
- Operational gaps are systematically reduced week over week and the external accounting firm receives well-prepared documentation every quarter
REQUIREMENTS
- Proven experience in bookkeeping, accounting coordination, or a combined accounting and operations role
- Strong command of Xero or comparable accounting software — Xero experience strongly preferred
- Exceptional attention to detail and accuracy, especially under deadline pressure
- Strong communicator who manages up: you draft professional owner-facing emails, remind without being asked, flag issues early, and always follow through
- Comfortable using AI tools such as Claude, Gemini, or NotebookLM to improve efficiency — and actively curious enough to bring new ideas forward without being prompted
- Highly organized and self-directed; comfortable working independently in a remote environment with minimal supervision
- Familiarity with property management concepts and software — Rentvine experience an asset
- Available during core Eastern Time Zone business hours
RESOURCES
- Rentvine Property Management Software
- Xero
- G-Suite
- Microsoft Office
Our Culture at Welcome Home Management
At Welcome Home Management, we exist to help real estate investors in Hamilton and Niagara succeed. We manage single-family and small multi-family properties with a clear focus on profitability, well-maintained homes, and strong resident relationships. Our job is to reduce stress for owners, protect their investments, and create rental homes residents are proud to live in. When owners feel confident and informed—and residents feel cared for—we know we’re doing things right.
Our culture is built on open communication, transparency, reliability, and action. We believe in being proactive, not reactive. We follow through, meet deadlines, and take ownership—especially when things are challenging. “Being busy” isn’t an excuse here. We move with urgency, communicate clearly, and hold ourselves accountable to a higher standard. Our goal is to raise the bar for property management in Ontario and become the gold standard—and we’re looking for people who want to help us build it.
Apply today if you’re ready to take ownership, do meaningful work, and be part of a team that holds itself to a higher standard.
APPLY HERE: https://welcomehomepropertymanagement.ca/jobs/
Job Type: Full-time
Pay: $113.80 - $139.10 per hour
Work Location: Remote
