Position Summary
The Administrative Assistant provides administrative, accounting, and office support to the Controller and broader organization. This role is responsible for maintaining accurate financial records, processing and reconciling accounts, managing vendor and subcontractor information, and supporting day-to-day accounting functions. The position also coordinates employee accommodations, maintains safety sign-in documentation, and performs general office administration duties such as filing, correspondence management, answering phones, and office supply coordination. The ideal candidate is highly organized, detail-oriented, proficient with accounting software and Microsoft Office, and capable of managing multiple priorities in a fast-paced environment.
Responsibilities for this position will include (but not limited to):
- Operate computers programmed with accounting software to record, store, and analyze information.
- Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
- Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
- Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.
- Compile statistical, financial, accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable.
- Reconcile records of credit cards.
- Reconcile records of fuel cards and track monthly volume usage.
- Reconcile or note and report discrepancies found in records.
- Monitor status of vendor accounts and subcontractors accounts to ensure that payments are up to date.
- Post expense reports.
- Prepare credit applications and follow up.
- Update vendor list
- Transfer details from separate journals to general ledgers or data processing sheets.
- Set up new vendors in accounting software.
- Access computerized financial information to answer general questions as well as those.
- related to specific accounts.
- Manage accommodation bookings and changes for employees.
- Manage daily safety sign in sheet.
- Assisting/performing general office duties such as:
- Filing
- Answering telephones
- Handling routine correspondence
- Organizing
- Making sure stock levels of office supplies are kept up
Required qualifications for this position are:
- Proven working experience as Accounts Payable Clerk
- Solid understanding of basic bookkeeping and accounting payable principles
- Proven ability to calculate, post and manage accounting figures and financial records.
- Data entry skills along with a knack for numbers
- Hands-on experience with spreadsheets and proprietary software
- Proficiency in English and in MS Office
- High degree of accuracy and attention to detail
- BSc degree in Finance, Accounting or Business Administration
Why Join Our Team?
We value our employees and recognize that our success is built on the strength of our people. We are committed to providing a supportive, collaborative workplace where employees are respected, appreciated, and given opportunities to grow.
We offer:
- Competitive compensation based on experience and qualifications
- Comprehensive extended health and dental benefits
- Group RRSP program with employer matching contributions
- Employee Assistance Program (EAP) for employees and their families
- Paid vacation and paid sick time
- On-site parking
- Casual dress environment
- Supportive team culture and positive work environment
- Opportunities for professional development and career growth
- Stable, full-time employment with a growing organization
Compensation
We offer a competitive salary range of $50,000 to $65,000 per year, with starting compensation determined by a candidate’s experience, skills, education, and overall qualifications. Individuals who bring strong accounting, accounts payable, bookkeeping, and administrative experience, along with proficiency in accounting software and office systems, may be considered toward the upper end of the salary range.
If you are a detail-oriented professional who enjoys variety in your work, takes pride in accuracy, and thrives in a team-oriented environment, we encourage you to apply.