Bookkeeper/office Administrator

2 weeks ago

Toronto, Canada hitplay Full time

**Why hitplay?**

Everything we do is simple, smart, and customer focused. We are passionate about building connected experiences that people love. We’re a team that supports each other and together we help our customers through the intelligent design, deployment, and support of integrated audio-visual systems. You’ll have an opportunity to work in a central downtown location, and with one of the best organizations in Canada.

We are growing rapidly and we’re looking to add an amazing Bookkeeper and Office Administrator to the team. This is an incredible opportunity for someone passionate about administrative support who is interested in the technology field.

**The Opportunity**

As a Bookkeeper and Office Administrator you are passionate and excited about being able to support the finance, executive, and other internal teams so they can go out and deliver greatness to our customers. You have some work experience and are familiar with general accounting principles and concepts; but more importantly you’re passionate about learning and developing, and really want to make a name for yourself and accelerate your career. You’ve successfully managed overlapping administrative responsibilities and you pride yourself on contributing to organizational success by providing exceptional administrative support.

**Reporting To**

This role reports to the Finance Manager and/or General Manager

**Responsibilities**

**Bookkeeping**
- A/P entry into QBO, managing 40-50 trade vendors and subcontractors, entering invoices daily.
- Setup new A/P vendor account and maintain A/P vendor database in Current accounting system.
- Match invoices to corresponding purchase orders, receipts, and/or packing slips.
- Investigate shortages/price variances/overages of all trade invoices.
- Coding invoice line items accurately with the related project
- Follow up with appropriate internal personnel related to invoice discrepancies.
- Respond to vendor inquiries in a timely and professional manner.
- Review vendor statements monthly and proceed with reconciliation.
- Request documentation (proof of delivery, statements, etc.) from vendors as needed.
- Ensure compliance with payment terms and discounts as required.
- Develop and maintain payment schedules to ensure all payments (vendors, subcontractors, credit cards, employee expenses, Payroll tax, HST/GST, WSIB, EHT) are made on time
- Provide supporting documentation for external audits as required.
- Manage 30-40 trade receivables. Implement and action a consistent A/R strategy that helps the department achieve the overall A/R KPIs.
- Setup new customer and submitting W-8 forms for US customers.
- Reviewing customer agreements for project revenues, payment terms, currency
- Creating project and monthly recurring invoices
- Follow up with appropriate internal personnel related to missing agreements, Purchase Orders, and other project related finance documentation.
- Respond to customer inquiries in a timely and professional manner.
- Post all incoming wire/EFT transfers to proper invoices.
- Posting banking transactions, and adjust journal entries.
- Other bookkeeping related tasks as assigned in support of the Finance Manager

**Office Administration**
- Be responsible for managing all aspects of our physical office space assets.
- Lead the planning and hosting responsibilities for internal company events.
- Provide planning leadership and support for customer events.
- Assist with marketing activities as/when assigned.
- Provide occasional executive level administrative support when required.
- Own the win conversion process in ConnectWise as is required when we receive approval on a quote.
- Other tasks as assigned by the executive team or your manager(s)

**Compensation Model**

Compensation is a combination of base salary and a bonus program tied to the achievement of role specific KPIs, 360-degree feedback, and the achievement of corporate financial objectives.

**Career Path**

Because of the wide breadth of exposure you will have to our business in this role there are unlimited potential paths for career development depending on your interests and passions. These could include but are not limited to - accounting, marketing, project administration, sales administration, executive support, field engineering, project management.

**What You Bring**
- College, University, or equivalent experience
- 2+ years of work experience as bookkeeper, office administrator, or executive assistant.
- Basic accounting knowledge, working knowledge of QuickBooks.
- Working knowledge of and experience with ConnectWise, and HubSpot are considered an asset.
- User proficiency in MSOffice, with advanced Excel skills
- Excellent written and verbal communicator
- A passion for customer service and relationship building, both internally and externally
- A basic understanding of the audio-visual industry is considered an asset
- The desire to work in a truly hybrid manner, with an estimated 2-3 da

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