bookkeeper @ OWO Management INC

The Bookkeeper will be responsible for maintaining accurate financial records and overseeing the day-to-day accounting and bookkeeping operations of the trucking company. This role involves managing accounts payable and receivable, processing invoices, reconciling bank and credit card statements, tracking fuel and vehicle expenses, processing driver payments, maintaining financial records, and assisting with monthly and year-end financial reporting.

The ideal candidate should have experience in bookkeeping, preferably within the trucking, transportation, or logistics industry, with a strong understanding of trucking-related expenses, driver settlements, fuel reconciliation, and fleet operating costs.

Key Responsibilities1. General Bookkeeping & Accounting

• Maintain accurate and up-to-date financial records and accounting entries.
• Record daily financial transactions, including revenues, expenses, payments, and receipts.
• Maintain the general ledger and chart of accounts.
• Perform regular bank, credit card, and account reconciliations.
• Prepare journal entries and maintain supporting financial documentation.
• Monitor cash flow and maintain accurate financial records.
• Assist with monthly, quarterly, and year-end financial closing activities.

2. Accounts Payable (AP)

• Receive, review, verify, and process vendor and supplier invoices.
• Ensure invoices are properly coded and assigned to the correct accounts, trucks, and departments.
• Process payments to vendors, fuel suppliers, repair shops, insurance providers, and other service providers.
• Monitor payment deadlines and maintain accurate accounts payable records.
• Reconcile vendor statements and investigate discrepancies.
• Maintain organized records of all payments and outstanding balances.

3. Accounts Receivable (AR)

• Prepare and issue customer invoices for transportation and freight services.
• Verify freight bills, rate confirmations, proof of delivery (POD), and supporting documents before invoicing.
• Track outstanding customer payments and follow up on overdue accounts.
• Reconcile customer accounts and resolve billing discrepancies.
• Maintain accurate customer account records.
• Assist management with collections and cash flow monitoring.

4. Trucking & Fleet Expense Management

• Track and record expenses associated with each truck and trailer.
• Maintain detailed records of fuel purchases, maintenance, repairs, tires, tolls, permits, and licensing.
• Reconcile fuel card statements against fuel receipts and driver or vehicle records.
• Monitor fuel expenses and identify unusual transactions or discrepancies.
• Track vehicle-related operating costs and assist in preparing cost-per-truck and cost-per-kilometre reports.
• Maintain records of truck leases, financing payments, and vehicle insurance expenses.
• Verify repair and maintenance invoices against work orders and service records.

5. Driver Payroll & Settlements

• Prepare and process driver pay based on approved pay structures, including mileage, hourly, percentage-based, or trip-based compensation.
• Calculate driver settlements, deductions, advances, reimbursements, and other approved adjustments.
• Review trip sheets, dispatch records, mileage reports, and supporting documents to verify driver payments.
• Maintain accurate driver payment records.
• Coordinate with management and payroll providers to ensure timely payroll processing.
• Maintain records of driver advances, expense reimbursements, and outstanding balances.

6. Taxation & Government Remittances

• Assist with HST calculations, tracking, and preparation of supporting documentation for HST returns.
• Maintain records of input tax credits (ITCs) and applicable tax expenses.
• Assist with payroll remittances, source deductions, and applicable government filings.
• Maintain organized documentation for CRA reporting and tax compliance.
• Coordinate with external accountants during tax preparation and year-end reviews.
• 7. Financial Rep