Job Description

Job Description

Job Description

Job Description: Bookkeeper Administrator (Full-Time, Permanent)

Position Title: Bookkeeper Administrator
Job Type: Full-Time, Permanent
Location: In-office, Monday to Friday – 9 am to 5 pm (30-minute lunch break)
Salary: $55,000.00 per year

Position Overview: We are seeking a dedicated and detail-oriented Bookkeeper Administrator to provide reception, office administration, and bookkeeping support. This role combines a variety of administrative and financial responsibilities, working closely with the management team and external CPA firm. The ideal candidate will be proactive, organized, and capable of managing multiple tasks efficiently in a fast-paced environment.

Key Responsibilities:

• Reception & Office Administration:
  • Answer and make general phone inquiries in a professional and courteous manner.
  • Direct phone inquiries to the appropriate staff members or departments.
  • Handle deliveries and courier shipments from/to suppliers and clients as needed.
  • Provide secretarial and administrative support to management.
  • Perform other ad-hoc duties as required.
• Bookkeeping & Financial Management:
  • Manage Accounts Payable (AP): Ensure timely entry of bills and credit card receipts, with proper approvals and correct coding.
  • Manage Accounts Receivable (AR): Invoice according to the construction schedule and submit invoices to clients for payment.
  • Receive payments in QuickBooks (QB) and deposit them at the bank.
  • Organize and prioritize monthly payment runs; assist in preparing periodic cash forecasts.
  • Prepare monthly reconciliations of intercompany transactions and resolve discrepancies.
  • Reconcile monthly bank statements for all bank accounts.
  • Process and approve disbursements within banking portals, including bank transfers and checks on a weekly/monthly basis.
  • Handle sales tax reporting to the external CPA firm and process remittances after filing with the CRA.
  • Assist with preparation of contractual reporting to investors and partners.
  • Reconcile and pay all corporate credit card statements.
• Additional Responsibilities:
  • Support the annual year-end process as required.
  • Track job costs and invoicing on job-specific spreadsheets.
  • Type quotes and contracts on form letters in Word, as dictated by the owners.
  • Maintain records management for all company files (both hard copy and electronic).
  • Utilize resources from the company’s external CPA firm to support your tasks and responsibilities.

Required Skills and Experience:

• Experience:
  • At least 5 years of hands-on experience in a similar administrative or bookkeeping role, preferably in the construction or related industry.
  • Experience working with high volumes of transactions and performing complex reconciliations.
  • Experience with payroll processing service providers (e.g., Ceridian) is an asset.
• Technical Skills:
  • Proficient in QuickBooks Desktop (mandatory).
  • Strong working knowledge of Microsoft Office, particularly Word, Excel, and Outlook.
  • Experience with banking portals is a plus but not mandatory.
• Key Qualities:
  • Detail-oriented, responsible, and able to take initiative in addressing issues and proposing solutions.
  • Strong organizational and time management skills, with the ability to adapt to changing priorities in a fast-paced environment while meeting reporting deadlines.
  • Capable of working independently with minimal supervision, although support is always available.
  • Comfortable giving and receiving feedback.

Additional Information:

• Training: On-the-job training will be provided by the current office administrator manager.
• Schedule: Monday to Friday, 9 am to 5 pm (with a 30-minute lunch break). Flexible start time may be negotiated.
• Send Resume to sarah.vitelli@expresspros.com

If you are a motivated and organized individual with bookkeeping and administrative experience, we encourage you to apply for this dynamic role.

We thank all that apply. Only selected candidates will be contacted.

We are an Equal Opportunity Employer.

Express is a Full Service Human Resources Centre. If you do not possess the above skill set but would like to explore other opportunities we may have, please submit your resume specifying the career opportunities that would be of interest to you.

Here at Express Employment Professionals, we are large enough to exceed all your needs and expectations, yet small enough to give you the one-on-one attention and customer service you deserve. We are experts in staffing, HR solutions and recruiting qualified workers to fill your needs. Our mission is to match great people with great jobs in our thriving community. Together, we will find a career solution to meet your needs!

Company Description

Here at Express Employment Professionals, we are large enough to exceed all your needs and expectations, yet small enough to give you the one-on-one attention and customer service you deserve. We are experts in staffing, HR solutions and recruiting qualified workers to fill your needs. Our mission is to match great people with great jobs in our thriving community. Together, we will find a career solution to meet your needs!

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