Admin Assist/ Book Keeper

Invoicing

• Preparation of customer invoices in a timely manner.
• Maintaining invoice records in an organized manner.
• On a daily basis posting items removed from inventory to a job.
• Copying files eg. purchase order, drawing, packing slips, reports to job files.

Quotes

• Preparation of customer quotes in a timely manner and emailing them out or e-filing when required.
• Maintaining quote records in an organized manner.
• Always receive 3 prices when quoting any jobs if possible.

Accounting Functions

• Prepare weekly cash flow forecast
• Prepare bi-weekly hourly & salary payrolls and related remittance
• Prepare monthly petty cash (Cdn. & U.S.) reconciliation
• Assist in preparing a variety of plans, such as but not limited to, annual, 5-yr, 9+3, etc.
• Prepare various reports upon request by the Present’s and CEO
• Reconcile monthly GST/HST; file monthly returns and make required remittance
• Manage accounts receivable: post accounts receivable directly in SAP accounting system, monitor payment of A/R; make collection requests (calls, emails, and/or mails);and prepare and deliver bank deposits, as required
• Manage accounts payable: issue vendor cheques and bank transfers; and make payments for employee expenses

Other Office Functions

• Assist with Human Resources and Health and Safety issues
• Prepare and enter figures into spreadsheets for annual inventory count
• Fill in for the receptionist when required.
• Additional sundry duties, as may be required

Other Responsibilities

• Assist in entry of time cards when Receptionist is not in and any other duties required for reception.
• Assist with preparing Minutes of Meetings
• Other duties as instructed by the President.

Knowledge and Experiences:

Education: Book keeping plus accounting courses / diploma needed

Experience: 2 Years working in computerized accounting environment

Skills:

• Proficient computer skills with advanced Excel; knowledge of business applications such as, Outlook, Word and SAP Business One.
• Ability to work alone or as part of a group.
• Ability to work under pressure, with tight deadlines.
• Good written and oral communication skills.
• Should be able to articulate ideas very well.
• Must be able to competently communicate ideas and strategies both orally and in written form.
• Pleasant, social interaction is essential.
• Must be flexible in order to accommodate others but tempered with decisiveness.
• Some training skills would be an asset.
• Must be able to present with professionalism.
• Should be a good listener and open to suggestions.
• Should be observant and inquisitive.
• Understand the importance of confidentiality.

Effort:

• Position requires the ability to sit for long periods of time while viewing a computer screen.
• Must be able to walk up and down stairs and longer distances.

Working Conditions:

• Office: Exposure to moderately loud noises on a continuous basis (telephone, fax, printers and photocopier). Well-lit, well-ventilated workstation which is maintained at a comfortable temperature year round.
• Shop visits to talk to employees, etc.

Job Type: Full-time