Financial & Administrative Coordinator

3 weeks ago

Calgary, Canada HeavyAero Maintenance Centre Full time

**Position Summary**

Reporting to the Director of Strategic Growth, HR & Systems Safety, the Financial & Administrative Coordinator is responsible for the support and execution of administrative, financial, and reconciliation tasks related to the finance department for our Calgary location. This includes input and reconciliation of invoicing, payables, timecards, and any other area related to the financials of HeavyAero Maintenance Centre.

**Roles and Responsibilities**

**Accounting Operations**:

- Participate in key decisions regarding process and procedure as a member of the financial team
- Maintain strong relations with all members of the finance team
- Support with accounting, investor relations, legal, tax, and treasury departments
- Support third parties to which accounting or finance functions have been outsourced as applicable
- Oversee the company's transaction processing systems and ensure they are up to date and current
- Suggest improvements to process or organization within the finance department
- Building, managing and presenting Customer Financial Report (proforma invoice)
- Purchasing and Stores financial support
- Accounts Receivables management and customer follow-up
- supporting and approving bill payments
- building Customer Invoices

**Administrator Operations**:

- Developing, implementing, and communicating office protocols through effective procedures to guide the operation of the office
- Maintaining a clean and organized working environment
- Ensuring filing systems are designed with controls in place for retention; retrieval and archiving of data
- Ensuring security, integrity and confidentiality of data
- Ensuring office efficiency is maintained by assisting with the planning and execution of equipment procurement, layouts and office systems
- Managing office equipment including making arrangements for servicing
- Performing data entry functions to support maintenance operations such as Task Card entries, building Work
- Packages and entering data into maintenance planning software
- Assist with managing the time cards & time sheet process on a daily, weekly or ad hoc basis
- Assist with and maintaining accurate records for employee vacation and time off requests
- Assist with employee and contractor scheduling and dispatching
- Arranging meetings and events by scheduling participants and booking meeting rooms
- Making travel arrangements (i.e. flights/accommodations/transportation) as required for employees and contractors
- Managing outgoing and incoming mail including couriers and shipments
- Typing, printing, photocopying, filing and faxing as needed
- Developing and maintaining an inventory list for office supplies
- Monitoring and maintaining office supplies including purchasing based on control limit

**Skills and Qualifications**:
Minimum:

- Minimum of 5 years of progressively responsible accounting experience in general industry.
- Experience in payroll, accounts payable, and accounts receivable

Proven success in:

- Being a team player capable of contributing operationally and cooperatively as a member of the finance team
- Superior written and verbal communication skills
- Communicating in a variety of formats and with confidence in internal and external meetings and group presentation settings
- Demonstrating professionalism, integrity and high personal standards by their actions, personal interactions and deliverables
- Highly self-motivated with outgoing personality and a desire to contribute to the strategic and financial success of the organization
- Excellent time management and organizational skills and the ability to manage conflicting priorities within structured deadlines and deliverables
- Computer skills with a strong knowledge of Microsoft Office Applications

**Additional requirements**:

- Must be legally entitled to work in Canada
- Must have a clean criminal record

**Working conditions and physical effort**
- Work may involve mínimal exposure to unusual elements such as dirt, dust & fumes & mínimal physical risks such as walking around mechanical, chemical, and electrical hazards in aircraft hangars
- Must be able to see, hear and properly communicate with others
- Personal protective equipment, as defined by the Company, will be provided and must be worn.

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: In person

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