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Receptionist and Accounts Receivable/payable
3 months ago
Key Responsibilities:
Receptionist:
- Greet guests that come to the office, determine their needs, and direct them to the right contact.
- Conduct clerical duties, including maintaining electronic and hard copy filing.
- Provide administrative support for the operations teams including arrangements for meetings, travel, and accommodations.
- Assisting with document development and formalization.
- Ensure reception area is tidy and presentable, with all necessary stationary, and material.
- Receive, sort, and distribute any incoming deliveries and post.
- Prepare any outgoing deliveries and post for courier / delivery as required.
- Order office supplies, keep accurate inventory and reorder as needed.
- Complete out of office tasks such as banks runs, office supply runs, and other out of office tasks as required.
Accounts Receivable:
- Collect, prepare, and organize data to complete invoicing for all divisions; ensuring required backup is included with invoice (PO, accurate coding, and authorization)
- Entering invoices into Open Invoice, Cortex, and other applicable invoicing systems.
- Communicate with customers regarding coding and signature of invoices.
- Ensure all invoices are issued and delivered in a timely fashion and that they have been delivered to the appropriate person.
- Send customer accounts receivable statements.
- Contact customers for payment arrangements and / or collections.
- Escalate non or delayed payments, missed signatures, and coding to the appropriate Manager.
- Complete payments by receiving, processing, verifying, and reconciling invoices.
- Update accounts receivable aged reports as needed.
Accounts Payable:
- Separate and distribute invoices to appropriate authorized persons for approval and coding.
- Followup on invoices that have been distributed for approval and not returned.
- Ensure invoices are coded correctly as per company coding sheet.
- Verify vendor accounts by reconciling monthly statements to related transactions.
- Respond to vendor inquiries, investigate, and resolve any discrepancies.
- Setting up new vendors and maintain existing vendor files.
- Pay vendors by scheduling and preparing checks, EFT's, money orders, wire transfers etc.
- Resolve and communicate invoice payment discrepancies including noting credits.
Required Experience and Education:
- Previous experience in Reception/AP/AR role is considered an asset.
- Experience with QuickBooks, Cortex and Open Invoice is an asset.
- Experience in the Oil and Gas industry is considered an asset.
- Intermediate understanding of Microsoft Office programs.
- Intermediate understanding of computer fundamentals.
Required Skills:
- Strong English communication skills with the proven ability to communicate with respect and professionalism.
- Strong problemsolving skills and use of good judgement in response to unexpected problems.
- Reliable and dependable.
What do we have to offer?
- Compensation will be based on a combination of experience and education. Hourly rate ranges between $20.00 to $30.00.
- Potential for yearly bonus that is calculated on key company financial metrics.
- Participation in the Family Extended Health Benefits program after completion of 90day probationary period.
- Guaranteed two weeks' holiday.
Upon Management approval
- Vincent Communications may pay for approved additional training and courses as well as compensation for the time required to complete them.
Job Types:
Full-time, Permanent
Salary:
$20.00-$30.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Onsite parking
- RRSP match
- Tuition reimbursement
- Vision care
Schedule:
- 8 hour shift
- Monday to Friday
Supplemental pay types:
- Bonus pay
- Overtime pay
Work Location:
In person
