ABOUT US

Ducts Plus Inc. is a growing HVAC and Plumbing contracting business based in Niagara Falls, Ontario, serving residential, commercial, and industrial clients since 2015. Known for our professionalism, precision, and strong team-first values, we are proud to provide high-quality service to our customers and a supportive environment for our employees.
As our company continues to grow, we are seeking a capable and self-motivated Office Administrator / Bookkeeper to support both our front-office administration and internal bookkeeping functions. This is a hybrid role that will evolve as our team expands.

POSITION OVERVIEW

This role combines general office administration with bookkeeping responsibilities. You will manage day-to-day front office tasks while maintaining accurate financial records and supporting the business’s overall operations. You’ll be the first point of contact for customers and vendors and will also help ensure our financials are organized, up-to-date, and compliant with government regulations.

QUALIFICATIONS

• 3–5 years of experience in an administrative or bookkeeping role (experience in the trades/construction industry is an asset)
• Proficiency with QuickBooks Desktop, QuickBooks Online, and Microsoft Excel
• Strong organizational, multitasking, and time-management skills
• Knowledge of Canadian payroll, HST, and basic accounting principles
• Excellent verbal and written communication skills
• Self-directed with a proactive and problem-solving mindset
• Able to work independently and collaboratively in a small business environment
• Positive, professional attitude with strong customer service skills

ADMINISTRATIVE DUTIES

• Greet and assist clients, visitors, and vendors in a professional manner
• Answer and direct incoming phone calls and respond to general inquiries
• Manage and monitor email inboxes, correspondence, and follow-ups
• Create, manage, and process work orders for service calls and installations
• Assist in schedule appointments, and maintain the company calendar
• Organize and maintain office filing systems (both digital and physical)
• Maintain office supplies and coordinate orders as needed
• Provide administrative support to management and field staff

BOOKKEEPING / ACCOUNTING DUTIES

• Maintain accurate financial records and prepare basic financial reports
• Manage accounts payable and receivable, including invoicing and payment processing
• Reconcile bank and credit card statements
• Prepare and file HST and other government remittances
• Process bi-weekly payroll and ensure compliance with CRA requirements
• Support year-end preparation and coordination with external accountants
• Track job-related expenses, assist with budgeting, and monitor financial transactions
• Ensure compliance with internal accounting and financial policies