Volunteer Bookkeeper

About LandSeed & the Tay Ridge Project

LandSeed is a mission‑driven non‑profit focused on community‑centered, sustainable development. Tay Ridge is a LandSeed‑supported community development where land is acquired and developed into a modular/tiny home community. Residents purchase homes and monthly lot fees. The project spans land acquisition, site servicing and infrastructure, modular home manufacturing and delivery, construction management, and a transition to long‑term property operations and resident services.

We are seeking a skilled and dependable volunteer bookkeeper with experience in nonprofit accounting, Ontario HST, and real‑estate development/construction accounting to build and operate bookkeeping systems across both the nonprofit umbrella and the project lifecycle.

Position Summary

The Volunteer Bookkeeper will design, implement, and maintain a complete bookkeeping system for LandSeed and the Tay Ridge project from the ground up. This includes:

• Nonprofit accounting (funds, programs, donors, grants, reporting, HST/PSB rebates as applicable).
• Project lifecycle accounting for Tay Ridge:
  1. Pre‑development & acquisition
  2. Development, construction & manufacturing
  3. Home sales & delivery
  4. Transition to monthly operations (lot‑rent revenue, reserves, and property operations)

The ideal candidate brings strong Canadian bookkeeping knowledge (including Ontario HST rules, remittances, rebates/ITCs, and tracking), and can translate technical concepts into clear, simple language for non‑finance team members.

Key Responsibilities

1) Bookkeeping System Setup & Design (Nonprofit + Project)

• Build a complete bookkeeping framework for LandSeed (chart of accounts, classes, projects/programs, funds, donor/grant tracking).
• Establish a Tay Ridge–specific accounting structure aligned with the project lifecycle and phases.
• Define cost categories for:
  • Land purchase & due diligence
  • Planning, engineering, and approvals
  • Site servicing & infrastructure (roads, utilities, septic)
  • Modular home manufacturing & delivery
  • Construction management
  • Homeowner transactions (deposits, milestones, receivables)
  • Operations setup (insurance, utilities, staffing, maintenance)
• Design a Chart of Accounts capable of tracking:
  • Capital project WIP and capitalization vs. expense
  • Home sales and related COGS/allocations
  • Lot revenue and recurring resident billing
  • Reserves (capital & maintenance)
  • Project‑ and phase‑based segmentation for reporting
• Recommend structures/configurations with clear rationale (why and how each element supports compliance, audit readiness, and decision‑making).
• Configure accounting software (QBO preferred, flexible to alternatives).

2) HST, Compliance & Multi‑Stakeholder Coordination

• Set up and manage Ontario HST across mixed activities: nonprofit operations, construction, manufacturing, development, and home sales.
• Administer HST processes: collection, input tax credits (ITCs), rebates (including PSB rebate if applicable), and filing cadence.
• Maintain CRA‑compliant records for development expenditures and nonprofit activity.
• Track HST on modular home manufacturing and delivery, contractor invoices, and land development.
• Coordinate documentation with contractors, manufacturers, realtors/sales, legal, and financing partners.

3) Ongoing Bookkeeping Operations

• Record day‑to‑day transactions (A/P, A/R, G/L entries, and payroll if applicable).
• Reconcile bank, credit card, and loan accounts monthly.
• Maintain organized, audit‑ready digital files and controls.
• Track program/project revenues and expenses for leadership/board and stakeholders.
• Support HST filings and compliance tracking.

4) Development & Construction Accounting (Tay Ridge)

• Track costs accurately across pre‑development, development, and construction phases.
• Maintain vendor ledgers (contractors, trades, manufacturers, inspectors, suppliers).
• Allocate costs to lots, infrastructure assets, or capital accounts.
• Reconcile progress invoices, change orders, and milestone payments.
• Maintain construction draws and financing documentation (if applicable).

5) Home Sales & Lot‑Rent Revenue Accounting (Tay Ridge)

• Record deposits, progress payments, and final sales for home purchasers.
• Track A/R and support homeowner statements.
• Build the transition to monthly lot‑rent operations, including recurring charges, invoicing, and payment workflows.

6) Transition to Operations & Monthly Financial Maintenance

• Set up and operate monthly lot‑rent billing and collections.
• Manage operating expenses (utilities, maintenance, insurance).
• Maintain reserve fund accounting (capital & maintenance reserves).
• Produce monthly financial reports suitable for:
  • LandSeed/Tay Ridge leadership
  • Board/investors (as applicable)
  • Community governance bodies
• Keep continuous audit‑ready records and documentation.

7) Financial Reporting, Communication & Collaboration

• Prepare monthly summaries and dashboards for leadership and the board.
• Present clear explanations of financial statements to non‑technical staff.
• Recommend process improvements for controls, workflows, and reporting.
• Collaborate cross‑functionally: operations, construction management, modular manufacturing, sales/homeowner relations, and maintenance—proactive, professional communication is essential.

Qualifications

Required

• 2–5+ years bookkeeping experience.
• Ontario HST expertise across nonprofits and mixed activities (construction, manufacturing, capital projects, and home sales).
• Experience setting up books from scratch for nonprofits and/or multi‑phase projects.
• Strong proficiency with QuickBooks Online (or similar).
• Ability to explain technical accounting terms in plain language.
• High attention to detail, organization, and reliability.

Preferred

• Experience with nonprofits, charities, cooperatives, or community organizations.
• Experience with real estate development, construction accounting, land‑lease communities, or modular/manufactured housing.
• Familiarity with fund accounting, reserve fund accounting, and ongoing property operations.
• Understanding of CRA compliance for nonprofits and development projects.
• Prior work in collaborative or volunteer‑based environments.

Soft Skills & Attributes

• Clear, friendly communicator
• Analytical, practical problem‑solver
• Self‑directed with minimal supervision
• Collaborative and service‑oriented
• Comfortable with dynamic, evolving project structures
• Alignment with LandSeed’s mission and values

Time Commitment

• 3–5 hours per week
• Flexible schedule
• Minimum 3‑month commitment; 6+ months preferred due to project lifecycle

Please note: Only applications submitted with a resume will be considered.