Accounting/Administrative Assistant

Job Description

Summary: Under the direction of the Controller or their delegate, the Accounting Administrative Assistant is responsible for providing support to the Accounting Department as well as perform administrative duties. This includes ensuring impeccable and high standards for communication, organization, efficiency, accuracy, and documentation.

Accounting/Bookkeeping Duties:

• Bookkeeping duties as assigned with a primary focus on Accounts Payable (A/P)
• Issue Purchase Orders (POs) as required
• Preparing purchase invoices to be paid, seeking authorization by sending out pre-approved to appropriate parties (i.e., cheques, EFT, etc.) as applicable
• Process, enter, and upload A/P invoices into systems as received that are job-related as well as all operating expense invoices
• Review, track, and process Contractor Connection invoices monthly
• Assist with reconciling A/P transactions
• Process cheque run on approved payables
• Match receipts to statements
• Research and resolve purchase invoice discrepancies and issues
• Reconcile credit cards and gas cards on a weekly, semi-monthly, and monthly basis
• Correspond with vendors and respond to inquiries as directed and document and follow up with Controller as applicable
• Send out all Sub Trade Packages and process once returned by vendor
• Review, track, and ensure completed files are invoiced in a timely manner using JMR
• Create Accounts Receivable (A/R) invoices as required, this includes but is not limited to deductible, inspection and estimating fees, emergency, draw, and repair
• A/R collections as requested
• Process bank deposits including cheques, EFTs, and E-transfers
• Update accounting closed files in DRS Complete once month end is closed
• Update WSIB quarterly for all active vendors
• Correspond with vendors when COIs (Certificate of Insurance) have expired and update PSA when valid COIs are received
• Send updated R&F Construction Inc. WSIB and COI to vendors as applicable
• Inventory tracking and processing through material sheets on an ongoing basis
• Demonstrate ability to exercise necessary cost control measures and bring forth discrepancies
• Manage workflow to ensure that all expectations and deadlines are met
• Maintain confidentiality of all clients, suppliers, and company information
• Take an active role in assisting to improve procedures, processes, strategies, software programs, ideas, etc. at the department level and assist with implementing new ones when necessary
• Attend any training as required
• Other Accounting/Bookkeeping duties as assigned from time to time
• Develop skills and knowledge through continuing education and learning opportunities to progress in career opportunities within R&F Construction
  
  
  

Administrative Duties:

• Clerical duties including but not limited to filing, printing, errands, etc.
• Collection calls as directed and/or required. Document details as per company policies and procedures
• Generate and respond to email correspondence in a professional and timely manner
• Answer phones, transfer calls to appropriate employee(s) or department, take messages, etc.
• Answer the door as required
• Opening and closing office as required
• Provide excellent customer service
• Perform general internet research as applicable
• Other administrative duties as assigned from time to time
  
  
  

Job Type: Full-time

Pay: $50,000.00-$55,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• RRSP match
• Vision care
  
  
  

Schedule:

• Monday to Friday
  
  
  

Experience:

• Accounting: 2 years (required)
  
  
  

Work Location: In person