The Junior Bookkeeper and Document Control Coordinator plays a critical operational role within the firm. This position combines junior bookkeeping execution with advanced document control and workflow management responsibilities.

The successful candidate will be responsible for maintaining organized financial documentation, supporting monthly bookkeeping processes, managing document intake and validation, assisting with reconciliations, and upholding the firm’s quality standards across client files. This role includes structured client interaction. The individual must demonstrate professionalism, composure, and exceptional communication skills at all times. This position requires someone who thrives in structured systems, values excellence, and takes personal pride in meticulous work.

Core Responsibilities

Bookkeeping Support & Financial Processing

• Process client transactions in QuickBooks Online with accuracy and consistency

• Maintain proper categorization aligned with chart of accounts structure

• Assist with bank and credit card reconciliations

• Support accounts payable and accounts receivable tracking

• Monitor undeposited funds and clearing accounts

• Validate sales tax coding (GST/HST) accuracy

• Assist with payroll journal entries and supporting documentation organization

• Identify inconsistencies and escalate anomalies proactively

• Prepare supporting schedules for senior review

• Ensure monthly files are current and reconciliation-ready

Document Management & Control

• Oversee structured document intake through client portals

• Validate completeness and accuracy of uploaded documentation

• Organize financial records in accordance with firm naming conventions and retention standards

• Maintain version control of financial reports and supporting documents

• Track missing documentation and follow up with professionalism

• Ensure all files meet audit-ready standards

• Maintain internal workflow systems (Financial Cents or equivalent) with accuracy

• Monitor deadlines and ensure all required documentation is obtained before processing

Workflow & Quality Assurance

• Adhere strictly to firm SOPs and process checklists

• Maintain task completion logs and project tracking systems

• Conduct preliminary file reviews prior to senior oversight

• Flag discrepancies early and propose possible solutions

• Support month-end close processes

• Maintain strict confidentiality and data security standards

• Assist with onboarding file organization for new clients

Client Interaction & Professional Conduct

This role includes client-facing responsibilities. The successful candidate must:

• Communicate with clarity, warmth, and professionalism

• Follow up on missing documentation with composure and confidence

• Maintain firm boundaries while remaining courteous

• Demonstrate patience and discretion

• Represent the firm’s elevated standard in all correspondence

• Provide clients with clear instructions regarding document submissions

• Handle minor client inquiries with accuracy before escalating

Client treatment must reflect refinement — calm, organized, and solutions-oriented.

Required Qualifications

• Diploma or certificate in Accounting, Bookkeeping, or related field

• Minimum 1–2 years bookkeeping experience

• Experience with QuickBooks Online (required)

• Strong understanding of reconciliations and transaction classification

• Proficiency with cloud-based document management systems

• Strong written communication skills

• High proficiency with spreadsheets and reporting tools

Core Competencies & Attributes

We are seeking someone who embodies the following:

• Exceptional attention to detail

• Notices discrepancies others overlook

• Double-checks work instinctively

• Maintains consistent formatting and documentation structure

Please submit your Cover Letter and Resume to: info@probooksaccounting.ca Attn: Human Resources.

We sincerely appreciate the interest of all applicants. Please note that only candidates whose experience aligns closely with our requirements will be contacted for further consideration.

ProBooks Accounting is a boutique bookkeeping firm serving growth-focused businesses in the Edmonton and surrounding areas. We operate with the belief that accurate books are not administrative — they are foundational. Precision in financial records creates clarity in leadership, confidence in decision-making, and stability in growth. Our firm is built on discipline, structure, and elevated client experience. We do not operate as a transactional bookkeeping service. We operate as a financial partner. Our standards are exacting, our workflows are structured, and our client relationships are professional, collaborative, and refined. We serve established businesses that value accuracy, discretion, organization, and proactive communication. Our internal culture reflects the same: calm, focused, accountable, and detail-driven.