Bookkeeping & Invoicing Associate

2 weeks ago

Oakville, Canada Olivan Marketing Ltd. Full time

**Bookkeeping & Invoicing Associate**

**Skills and Experience Requirements**:

- 5 years QuickBooks Pro experience
- Excellent computer (PC) skills
- Mastery of Microsoft Excel pivot tables, CSV files and Word mail merge
- Experience in multi component job invoicing
- Experience working in U.S. & Canadian funds
- Ability to prioritize multiple and varied tasks
- Excellent written and verbal communication skills
- Strong organizational skills
- Positive attitude with a desire to learn
- French language skills, both verbal and written, are an asset but not essential

**Bookkeeping Tasks**
- Create invoices from completed dockets and job billings from our job tracking system ensuring correct GL codes are used.
- Maintain Quickbooks Desktop Pro for client records, invoicing, A/R, A/P and payroll functionality
- Review and process all financial transactions (store purchases and refunds, invoices, bank deposits, payroll etc.) from journal entries into the general ledger on a timely basis, ensuring accuracy and completeness
- Process accounts payables/receivables by creating and sending invoices promptly to customers and following up on late payments
- Calculate and post month end inventory to GL
- Download and reconcile monthly credit card payment receipts and post
- Perform and maintain all necessary account, bank and credit card reconciliations for all locations and e-Stores on a monthly basis
- Calculate commission and royalty payments
- Prepare and distribute monthly sales analysis and reports after month end process
- Assist with the annual reconciliation and financial audit
- Prepare and file all documents and forms related to regulatory requirements (i.e.: HST, CRA, T4, ROE etc.) ensuring accuracy and timely submission
- Resolve any bookkeeping issues, report abnormalities to management and seek direction when required
- Manage and order office supplies
- Perform various other administrative tasks that may appear and change on a daily basis depending on the needs of the business

**Job Invoicing from Production and Fulfillment Systems**
- Setup client records, rates, billing currency etc.
- Gather and audit all necessary charges for the closure and invoicing of production job dockets. Note: This is a key component of the position
- Ensure jobs have proper billing codes
- Download weekly courier and freight charges and invoices from multiple carriers, then import and match exceptions in our job tracking system.
- Post local courier and manual charges to jobs
- Run and audit job and docket billings from the job tracking system to be input to QuickBooks as invoices
- Run month end queries. Sales and inventory reports
- Prepare quarterly business reports for major clients
- Maintain and post manual and recurring charges
- Enter invoices into client portals per client specifications
- Process and print client program rebate cheques on demand. Post charges for invoicing purposes and audit amounts. Upload cheque files to bank.
- Invoice rebate charges on schedule
- Reconcile and balance clearings at month end and post to Quickbooks
- Create and implement process changes to improve efficiencies

**Salary**: $55,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

**Experience**:

- QuickBooks: 3 years (required)
- Bookkeeping: 3 years (required)

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