Office Manager

3 weeks ago

Montréal QC, Canada OTH Pioneer Rigging Full time

Description We are recruiting our Office Manager to join our small team of 4 based in Little Italy, Montréal.

Your mantra : Uplifting customers experience

**What you'll be doing**:

- Office management:

- Answer all calls, take messages and direct to appropriate person in the team
- Purchase office supplies and other consumables required for the shop
- Book induction training for new customers
- Issue shipping labels and associated pro forma/commercial invoices for packages sent from/to the office

*
- Invoicing & receivables:

- Create & issue invoices to support sales reps and service shop
- Follow up with customer for payment of invoices through credit card, wire transfer, cheques and ACH.
- Create and maintain customer folder with all invoices, receipts and other relevant documents to each customer
- Record all invoices and payments in the sales book

*
- Accounting & Bank:

- Maintain company ledger in accordance with CPA firm requirement for annual statements
- Record all bank account and credit cards statements
- Make all payments (suppliers, credit card balance, salaries, DAS, )
- Manage daily operations with company banks (US & Canada) to ensure that all payment methods are available to customers & company employees

*
- Tradeshows and Meet&Greet:

- Organize company representation at tradeshows
- Manage registration process
- Book flight and accommodation for employees
- Purchase giveaways
- Book all shipments & handling services of equipment and samples from/to tradeshows

**Who you are**:

- You are customer-centric
- You are a team player and facilitator
- You take initiatives
- You are autonomous and rigourous
- You keep track of your work and report regularly

**What you have**:

- 5 year's experience in similar role, including bookkeeping responsibilities
- Bilingual English & French, oral and written
- Knowledge and experience in bookkeeping software

**Perks**:

- Full time flexible hours 30-40h/week over 4 to 5 days, hybrid possible
- Paid holidays (negociable for 2024)
- 5mn walk from Métro De Castelnau, Jean Talon Market and Jarry Park - we are scheduled to move to a new place 3mn walking distance from Mont-Royal Métro station during summer 2024.

**Salary**:
30$/hour depending on experience

- Nous recrutons un(e) gestionnaire de bureau pour se joindre à notre petite équipe de 4 personnes basée dans la Petite Italie, à Montréal.

Votre mantra : Améliorer l'expérience des clients

**Ce que vous ferez**:
Gestion du bureau:

- Répondre à tous les appels, prendre les messages et les transmettre à la personne appropriée de l'équipe.
- Acheter les fournitures de bureau et autres consommables nécessaires à l'atelier
- Organiser des formations d'initiation pour les nouveaux clients
- Délivrer les étiquettes d'expédition et les factures pro forma/commerciales associées pour les colis envoyés depuis/vers le bureau.

Facturation et créances:

- Créer et émettre des factures pour soutenir les représentants des ventes et l'atelier d'entretien.
- Assurer le suivi avec les clients pour le paiement des factures par carte de crédit, virement bancaire, chèques et ACH.
- Créer et maintenir un dossier client avec toutes les factures, reçus et autres documents pertinents pour chaque client.
- Enregistrer toutes les factures et tous les paiements dans le livre des ventes.

Comptabilité et banque:

- Tenir le grand livre de la société conformément aux exigences du cabinet d'experts-comptables pour les déclarations annuelles.
- Enregistrer tous les relevés de comptes bancaires et de cartes de crédit
- Effectuer tous les paiements (fournisseurs, solde de carte de crédit, salaires, DAS,...)
- Gérer les opérations quotidiennes avec les banques de la société (États-Unis et Canada) pour s'assurer que toutes les méthodes de paiement sont disponibles pour les clients et les employés de la société.

Salons commerciaux et Meet&Greet:

- Organiser la représentation de l'entreprise aux salons professionnels
- Gérer le processus d'inscription
- Réserver les vols et l'hébergement des employés
- Acheter des cadeaux publicitaires
- Réserver tous les services d'expédition et de manutention du matériel et des échantillons depuis et vers les salons.

*
- **Qui êtes-vous ?**:

- Vous êtes centré sur le client
- Vous avez l'esprit d'équipe et êtes un facilitateur
- Vous prenez des initiatives
- Vous êtes autonome et rigoureux
- Vous suivez votre travail et en rendez compte régulièrement

**Ce que vous avez**:

- 5 ans d'expérience dans une fonction similaire, y compris des responsabilités en matière de comptabilité
- Maîtrise de l'anglais et du français, tant à l'oral qu'à l'écrit.
- Connaissance et expérience des logiciels de comptabilité

**Avantages**:

- Temps plein, horaires flexibles 30-40h/semaine sur 4 à 5 jours, hybride possible.
- Congés payés (négociables pour 2024 #J-18808-Ljbffr

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