Office Manager/ Administrator

Responsibilites

Administration Duties:

  • Support the Business Manager
  • Answer the phone in a pleasant, prompt and professional manner
  • Provide impeccable customer service to our clients
  • Coordinate thank you gifts and letters to all new clients and renewals
  • Office supply coordination and ordering
  • Follow our internal systems and processes accurately and consistently
  • Assist in new account set-up, process and flow
  • New employee set up and coordination using our new employee checklist
  • Coordinate office mail and check mailbox
  • Set-up and maintain digital filing system for clients
  • Follow our new client checklist procedure for each client
  • Board room and meeting preparation
  • Appointment Confirmations
  • Manage and administer the vacation tracking board
  • Administer benefits program and BCMED with Managers leadership
  • Documents creation and filing

Accounting Duties: 

  • Data entry into QuickBooks: new /renewal contracts and journal entries
  • Reconcile Bank and Visa Statements – Will train
  • Manage Security Certificate set up and communications (training provided)
  • Register Domain names (training provided)
  • Maintain digital and paper filing: layout of filing and year end filing
  • Upkeep renewals and monthly billing
  • Data entry and Word processing
  • Prepare monthly billing renewals
  • Sales contracts creation and entry
  • Manage / travel / bonuses
  • Complete month end and year end billing reconciliation using our accountants
  • Ensure vendor files are current and updated
  • Expense submission/statement
  • Expense receipt entry
  • GST/PST Remittance
  • Update and manage vendor files and contracts
  • Accounts receivable and Accounts payable
  • Collections
  • Bank deposits
  • Manage client time tracking and maintenance billing

Qualifications:

  • 1-2 years’ experience in QuickBooks or equivalent accounting software
  • Strong command of the English language (both written and oral)
  • Strong command of Microsoft Office word and excel
  • Post-secondary finance or accounting courses will be preferred but are not required
  • Ability to work independently on projects but can collaborate as a strong team member
  • Demonstrates the ability to manage time effectively using a time management system
  • Able to operate under pressure and meet deadlines
  • Courteous, prompt, timely
  • Possesses strong ability for multi-tasking
  • Willingness to learn, maintain focus and take initiative
  • Good Communication skills both internally and externally
  • Possesses a strong attention to detail

 

Key Relationships:

Reporting to: Business Manager

Job Type: Full-time

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