Office Administrator with Bookkeeping and H/r

7 months ago

Edmonton, Canada Wolski Design Group Full time

**OFFICE ADMINISTRATOR **with bookkeeping and H/R functions

The Office Administrator will report directly to the Principals.

**Who we are**

Wolski Design Group, a commercial design firm in Edmonton, is a succession-built business that has been in operation since 1978. We are highly experienced design professionals dedicated to customer service and quality control all while designing great space. We are a passionate group of designers with a great culture, management and training support in a dynamic team atmosphere. Our culture is defined by the foundations built with respect, trust, honesty, integrity, ethical. belief, vision and the support with each other and their families.

**Responsibilities**:
**Office Administration**
- Create, manage, and maintain office documents, and provide support to employees and Principals.
- Coordinate weekly project meetings, track project milestones. Coordinate all other in-house meetings, create agenda and minutes.
- Maintain shared office calendar (Outlook)
- Maintain project information (BQE Core) for time sheets, billing, statements, project management.
- Provide administrative support to management.
- Assist with preparation of RFP documents (InDesign), fee letters (Word/Excel), including proposal documentation templates and promotional project templates, etc.
- Ability to prepare presentations (PowerPoint)
- Manage IT Support, office equipment and software. maintenance and trouble shooting. Assist with office equipment purchases.
- Housekeeping includes tracking and ordering office supplies and kitchen supplies. Ensuring a tidy office is maintained.
- Greeting clients, making their visit a comfortable experience.
- Create, maintain and close-out projects - manually and electronically.
- Assist with planning, budgeting client functions and staff functions.
- Update website, post social media as directed.
- Review annual insurance and benefit policies.
- Perform a wide range of administrative functions including filing, archiving, mail, deliveries,
- Coordinating third party and vendor services.
- Other duties as required.

**Bookkeeping**
- Perform all activities relating to full-cycle monthly bookkeeping including accounts payable, accounts receivables, deposits and outstanding A/R collections, payroll, expense claims, accounts payable, preparing cheques, and electronic payments, bank, petty and credit card reconciliation, reports, monthly budgeting, monthly financial reports, assist with year-end reporting. Reports weekly to Principal.
- Conduct account analysis and reconciliation monthly to ensure integrity of financial data.
- Liaise with Principal and to our CPA firm.
- Perform all payroll functions and submit payroll source deductions.
- Process monthly payments and reconcile monthly credit cards.
- Quarterly GST reconciliation, corporate tax payments.
- Communicate with clients to answer general questions, solve issues related to invoicing and statements.

**H/R**
- Provide benefits administration for employees regarding company benefits portfolio.
- Maintain and update employee handbook.
- Update all employee records and annual employee reports.
- Track staff sick time, leave, vacation and education.
- Onboarding new staff (i.e. software set-up, benefits set-up)
- Support Principals with recruitment, exits, etc.
- Support and administer HR programs, training, development, awards, work anniversaries, and birthdays.
- Must have strict confidentiality and privacy of company, client, and employee information.

**Computer and Technology Proficiencies**:

- MS Office - Outlook, Word, Excel, PowerPoint, Publisher
- QuickBooks Online (QBO)
- Payworks Online payroll or similar
- BQE CORE or other billing / time management software programs.
- Adobe & InDesign
- Bluebeam (PDF)
- Electronic data base software

**Qualifications and Requirements**

**Minimum 3 years office administration and bookkeeping experience in a small office.**
- Proven experience as a bookkeeper.
- Strong understanding of financial principles and practices.
- Solid knowledge of account analysis and reconciliation practices.
- Proven ability to manage a small office proficiently.
- Two years of experience with H/R
- Ability to handle confidential information with integrity and professionalism.
- Ability to learn and develop new policies, processes, and procedures.
- Ability to deal positively and professionally with change and willingness to embrace new working practices, new tasks, and responsibilities.
- Excellent organizational skills, well developed interpersonal communication skills (_verbal and written_), excellent time management skills, trustworthy, honest, respectful.
- Excellent attention to detail and accuracy; a Grammar Queen.
- Ability to work independently on multiple tasks and projects with mínimal supervision.
- Ability to understand the importance of processing information in a prompt, efficient manner and in accordance with legislation, policy, and procedures.
- Exceptional cli

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