Office Administrator & Bookkeeper

Reporting to the Managing Director, the Office Administrator & Bookkeeper has primary accountability for the company’s accounting and finances, and provides general administrative support services. The ideal candidate is interested in learning more about the business and having a thorough understanding of its processes. The ideal candidate will be encouraged to create new opportunities, shoulder new responsibilities and become an integral part of a growing business.
Responsibilities for the Office Administrator & Bookkeeper Job
Administration: (est. 60%)
Assist the MD and the Executive Team in the overall administration of the business
Assist in developing administrative policies and procedures
Maintain appropriate employment records
Maintain shipping and receiving process and supporting procedures
Ensure supplies inventory is sufficient to meet administration function needs
Perform other related duties as assigned by the MD
Conduct market research to support the company’s efforts in identifying business opportunities
Plan and coordinate promotional opportunities (e.g. trade shows)
Bookkeeping & Finance: (est. 40%)
Develop and ensure that appropriate accounting policies, controls and procedures are in-place and followed
Establish deadlines and prepare monthly, quarterly and annual management reporting: (e.g. financial statements, operational performance, and prepare reports on significant variances to budget
Ensure that all taxes are paid in an accurate and timely manner
Ensure prompt billing and collection of receivables
Ensure accurate and timely payment of suppliers’ invoices
Ensure that all outsourced services are managed in an effective and cost-efficient manner
Make bank deposits; liaise with bank
Reconcile bank and Visa statements
Assist in preparing annual budgets, forecasting, cash flow
Maintain appropriate accounting and financial records
Maintain purchase order process and supporting procedure
Ensure incoming calls are answered quickly and in a courteous and professional manner
Ensure sales transaction are completed in an accurate manner
Qualifications for the Office Administrator & Bookkeeper Job
University level – Business or Finance undergraduate degree or equivalent experience, preferably with bookkeeping/accounting specialization.
2-3 years in a fast paced, high growth business with bookkeeping/accounting responsibilities
3-5 years experience in business administration
Thorough knowledge and demonstrated experience in all aspects of accounting including AP, AR, preparation of GL, preparation of budgets and financial statements
Thorough knowledge of remittance procedures for payroll taxes
Demonstrated ability, at intermediate/advanced level, to use Quick Books accounting software
Demonstrated proficiency in MS Office software suite (e.g. Word, Excel, etc.)
Strong written and verbal communication skills
Effective interpersonal skills; ability to get along well with others
Collaborative problem-solving, negotiating, and conflict resolution skills
Confidence and ability to perform well under pressure
Ability to plan, organize multiple priorities, schedule and meet deadlines
Knowledge of general office procedures filing, faxing, mail processing, photocopying
Demonstrated customer service skills
Ability to prepare invoices using accounting system software
Ability to process cash, cheques, debit and credit card transactions