Administrative Assistant

4 weeks ago

Courtenay, Canada Gladstone Brewing Co. Full time

We do big things at Gladstone We have been a rapidly growing company from day one. We need someone who can keep up and help us stay organized. You need to be outstanding at organizing schedules and events, directing communications between colleagues, entering data, preparing documents for meetings, and the general day-to-day operations of running an office. We don’t just want you to be awesome at accomplishing tasks assigned to you, we want you to be constantly seeking improvements, hungry for the business’ betterment in every realm.

We are a fun and fast paced place to work. We want you to be devoted and hard working. *If you’re the right person, and this turns into long-term full-time work, you will even be considered for benefits and our new PENSION program

We can't wait to meet you

Administration Assistant

ROLE

The Administration Assistant will be the main liaison for all administration work for the entire Gladstone Brewing Company. They will coordinate with the brewing team, packaging team, sales team, FOH operations, and the kitchen team to insure a smooth flow of information. They will help organize all documentation in the organization, help streamline all administrative tasks, and help departments with efficiency in all aspects of administration and information.

The main role of the Bookkeeper will be recording and maintaining the company’s daily financial transactions. The role also includes managing Payroll, Accounts Receivable, and Accounts Payable. The bookkeeper will update the general ledger as needed, prepare reports for Ownership, the General Manager, and the Accountants as necessary. The bookkeeper will monitor cash flow and produce reports to assist all the managers in making strategic decisions.
- Qualifications/Requirements_
- Solid leadership skills and work ethic.
- Excellent communication skills.
- Obsessive attention to detail.
- Strong multitasking and troubleshooting skills.
- Solid experience with Word, Excel and QuickBooks.
- Experience with EKOS or similar software.
- Pay Type:_ - Hourly ($24/hr to $32/hr)
- Health and Dental Plan
- Pension Plan
- Supervisors:_ Ownership and CEO

**Job Description (Administration Assistant & Bookkeeper)**

The Administration Assistant and Bookkeeper’s duties will include all of the following (plus any other tasks they may be asked to perform by the General Manager and Ownership):
Bookkeeping

Accounts Receivable and Accounts Payable
- Keeping an up-to-date account of all Accounts Receivable (AR).
- Collecting AR in a timely manner.
- Keeping an up-to-date account of all Accounts Payable (AP).
- Paying AP in a timely manner, keeping a close eye on cash flow.

Cash-outs and Deposits
- Performing the daily cash-outs and reconciliation, ensuring the cash coming in matches the Square POS reports.
- Prepare weekly bank deposits.

Payroll
- Using T-Sheets and Payworks to prepare and fund payroll.
- Manage and maintain employee expense reports and payouts.
- Monitor all overtime and bring up any excess OT and pay to the department managers, the General Manager, and the Ownership Team.

Reporting
- Provide monthly valuation reports to the General Manager and Ownership.
- Provide weekly KPI Reports to all the department managers, the General Manager, and Ownership.
- Update these KPIs on the company whiteboards for all staff members to see.
- Update all Labour Ratios to the General Manager and Ownership weekly.

Administration
- This will include helping the brewery upload production and packaging data into Ekos and QBO.
- All sales and inventory for wholesale accounts will be organized electronically in Ekos and QBO to insure all sales information and DOC60’s are prepared for all deliveries.
- Working with the Sales Team, the Administration Manager will help coordinate all sales and delivery schedules for all wholesale accounts.
- Weekly reports on inventory and upcoming weekly sales will be reported to Brewery Staff, Sales Staff and Ownership to identify any gaps in production and packaging.

Administrative Assistance
- Office supply inventory management including, but not limited to printer paper, printer toner, deposit bags, pens, envelopes, laminating supplies, etc.
- Organizing mail as it arrives so it goes to the correct people.
- Organizing all company files (paper and electronic) in our filing cabinets and in DropBox.
- Helping train employees on the proper use of company software and procedures when necessary, such as T-Sheets, Dext, employee expense forms, ect.
- Answering phone calls and directing them to the right contact.
- Researching travel options and presenting itineraries for company funded trips (such as the Craft Brewers Conference, Beer Award ceremonies, the Great Canadian Beer Fest, etc).
- Arranging and attending meeting with the senior staff.
- Performing data entry as required.
- Maintaining the organization and cleanliness of the office space.

Human Resources Support
- Coordinate New Hire Employee Package

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