Senior Bookkeeper – Finance Operations

Senior Bookkeeper – Finance Operations
Employer: Ingaged Creative Productions Inc.

Department: Finance Department

Location: The Outset, 610 – 612 Simpson Street, Thunder Bay, ON

Reports To: Director of Finance

Collaborates With: Managing Director; HR-EA; Department Managers; Event Services; Operations; Digital Infrastructure (Web/IT); Client/Project Leads; External accounting support.

About Ingaged
Ingaged Creative Productions Inc. is an Indigenous-owned integrated creative and event production firm based in Fort William First Nation and Thunder Bay, Ontario. We specialize in full-service event production, communications, marketing, media, and community engagement.

Our work is guided by Ingaged’s Values and Guiding Principles, rooted in Resilience, Integrity, Creativity, Respect, Community, and Accountability, and expressed through Purpose-Driven Service, Reciprocity, Adaptability, and Initiative. We believe professionalism and personality can coexist, collaboration is built on trust, and the work we do should always mean something to the people, communities, and clients we serve.

About the Role
The Senior Bookkeeper – Finance Operations is a hands-on role responsible for maintaining accurate financial records and supporting the organization’s day-to-day financial operations. The position focuses primarily on full-cycle bookkeeping, reconciliations, and month-end close readiness in QuickBooks Online, ensuring financial records remain accurate, organized, and ready for internal review and external accounting support.

In addition to core bookkeeping responsibilities, the role supports financial operations related to event revenues and payment platforms, helping ensure payment activity, settlements, and deposits are properly reconciled. The position also assists with payroll preparation and related documentation under the oversight of the Director of Finance.

You will work closely with our Director of Finance (remote) and collaborate with Event Services, Operations, leadership, and our digital team to ensure financial information remains accurate, well-documented, and accessible across multiple operational workflows.

Key Responsibilities
1. Full-Cycle Bookkeeping & Month-End Close Readiness (40%)

• Execute full-cycle bookkeeping in QuickBooks Online, including transaction coding, allocations, and maintaining supporting documentation.
• Maintain rolling reconciliations across bank accounts, credit cards, payment processors, and key liability accounts.
• Identify discrepancies, investigate variances, and resolve errors to ensure financial records remain accurate and up to date; escalate items requiring approval or policy decisions.
• Prepare organized month-end reconciliation packages and supporting working papers for the Director of Finance’s review.
• Maintain well-structured documentation and reconciliation records to support month-end review and financial reporting by external accounting partners (e.g., MNP or other third-party accounting firms).
• Maintain organized and audit-ready financial files within approved documentation systems (e.g., Google Drive).

2. Event & Payment Platform Financial Operations (25%)

• Monitor and reconcile payment processor activity (e.g., Square, Stripe, or similar platforms), including settlements, deposits, disputes, and chargebacks.
• Reconcile event-related revenues and payment platform settlements to ensure deposits align with financial records and settlement evidence (authorization alone is not considered settled revenue).
• Track and document refunds, duplicate payments, and reconciliation adjustments as required, in accordance with approved refund eligibility and escalation pathways.
• Prepare reconciliation summaries and supporting documentation for event revenue settlements and internal financial tracking.
• Maintain clear documentation supporting the handling of event revenues and client-related financial flows in accordance with internal procedures, including client-held funds tracking and disbursement-ready proof trails where applicable.

3. Accounts Payable, Accounts Receivable & Financial Operations Support (20%)

• Support accounts payable processes, including invoice intake, coding, documentation completion, and preparation of payment batches for approval.
• Maintain accounts receivable records, track incoming payments, and support routine follow-ups where required, with documentation discipline.
• Support credit card reconciliations, receipt collection, and reimbursement documentation.
• Assist with maintaining accurate financial coding and documentation across financial transactions.
• Work collaboratively with internal teams to resolve routine financial questions and ensure accurate financial recordkeeping.
• Identify opportunities to improve reconciliation processes, documentation consistency, and overall finance operations.

4. Payroll Support & Compliance Preparation (15%)

• Prepare payroll inputs and verify time submissions prior to payroll processing.
• Coordinate with department or event leads to confirm hours, approvals, and required payroll information.
• Maintain organized payroll documentation and supporting records.
• Support payroll-related compliance preparation, including documentation for year-end reporting (e.g., T4 support) and Records of Employment, under the oversight and approval of the Director of Finance.

Additional Responsibilities
The Senior Bookkeeper – Finance Operations will also support additional financial or operational responsibilities as required. Specific duties may evolve over time depending on organizational priorities, workload fluctuations, and ongoing projects. The role is expected to remain flexible and collaborative in supporting the organization’s overall financial operations within established controls and approval pathways.

Qualifications & Experience

• 4+ years of progressive bookkeeping or accounting operations experience, including demonstrated responsibility for full-cycle bookkeeping and reconciliations.
• Strong proficiency in QuickBooks Online, including transaction coding, bank feeds, reconciliations, and preparation of month-end support documentation.
• Experience preparing reconciliation packages and working papers that support month-end review and financial reporting by external accountants.
• Strong bank, credit card, and financial account reconciliation skills, with attention to detail and the ability to identify and resolve discrepancies.
• Experience working with payment processors or high-volume transaction environments (e.g., Square, Stripe, or similar platforms) is an asset.
• Proficiency in Google Sheets or Excel, including maintaining reconciliation trackers, financial summaries, and organized documentation.
• Experience supporting accounts payable and accounts receivable processes, including invoice management, payment tracking, and basic collections follow-up (within approval pathways).
• Comfort supporting payroll preparation tasks, including verifying hours and maintaining payroll documentation under supervisory oversight.
• Experience working in a growing organization with multiple revenue streams is considered an asset.
• Ability to collaborate effectively with external accountants or financial advisors, including preparing documentation and responding to information requests.
• Strong attention to detail, organization, and documentation discipline.
• Clear and professional communication skills, with the ability to work effectively in a multicultural team environment (including colleagues for whom English is a second language).

Practical requirements

• Valid G-class licence, reliable vehicle, and proof of automobile insurance (Thunder Bay reality).
• Credit check required as a condition of employment.
• Ability to sit for extended periods; occasional lifting/moving of materials up to 20 kg / 44 lbs.
• The ability to drive a company vehicle may be available for approved business use, subject to internal policy and scheduling.

Skills & Attributes

• Technically solid and accurate – strong bookkeeping fundamentals and proof-based reconciliation habits.
• Structured and dependable – follows process, maintains clean records, and closes loops.
• Calm under pressure – steady during high-volume periods and event cycles.
• Documentation-driven – audit-ready thinking, clear exception logs, strong file hygiene.
• Collaborative communicator – works across teams and keeps updates clear and professional.
• Culturally aware – respectful and effective in diverse environments and with ESL colleagues.
• Improves systems without creating unnecessary bureaucracy.

Work Environment

• Work Location: In-person, based at The Outset (Thunder Bay, ON)
• Work Hours: Full-time, typically 40 hours/week (8:30 a.m.–5:00 p.m.), with occasional flexibility during month-end and major event periods
• Environment: Collaborative, creative, fast-paced; balanced with humour, flexibility, and professionalism (and yes, there’s an office dog)
• Meetings: Regular in-person and occasional virtual meetings with internal teams, clients, and external partners
• Physical Requirements: Prolonged computer-based work; occasional lifting/moving of materials up to 20 kg / 44 lbs

Compensation & Benefits

• Compensation: $30.00 – $38.00/hour, commensurate with experience
• Type: Full-time permanent position following a 6-month probation (with a structured validation period and potential transition to a salary based on performance)
• Benefits- Health and dental coverage following probation (flexible, based on performance and organizational needs)
• Eligibility for roadmap-based performance progression and milestone incentives
• Professional development support (as relevant to the role)

Summary Snapshot

• Position Title: Senior Bookkeeper – Finance Operations
• Department: Finance Department
• Reports To: Director of Finance
• Compensation: $30.00–$38.00/hour (commensurate)
• Hours: 40/week, in-person
• Type: Permanent (following 6-month probation)
• Location: Thunder Bay, ON
• Start Date: As soon as possible / by mutual agreement
• Core Focus: Full-cycle bookkeeping (QBO), reconciliations, AP/AR hygiene, payment processors, and event finance support

Why Join Ingaged
At Ingaged, we build experiences that connect people, and we believe the same connection matters inside our team. You’ll join a values-driven workplace where professionalism and personality coexist, where systems matter, and where strong execution is respected.

If you’re a finance professional who takes pride in clean books, clean proof trails, and calm follow-through, and you want a role with meaningful responsibility and room to grow, this is a strong fit.

How to Apply
Please submit your resume and a brief, tailored cover letter describing your interest in the role to: hr@ingaged.ca

Subject line: LAST NAME, FIRST NAME – Senior Bookkeeper, Finance Operations

Applications will be reviewed on a rolling basis until the position is filled. Only candidates selected for an interview will be contacted. Shortlisted candidates will be invited to an interview and an in-person practical exercise in Google Sheets.

While First Nations candidates are strongly encouraged to apply, Ingaged Creative Productions Inc. is an equal opportunity employer that values diversity, equity, and inclusion in all areas of our work.