Administrative Assistant

5 months ago


Greater Sudbury, Canada Bestech Full time

BESTECH is an innovative multi-disciplinary engineering services firm with over 25 years of proven success across many engineering disciplines.

Operating at over 100 employees strong, we know that our value comes from our incredible team.

We pride ourselves on being a Partner of Choice, not just to our clients but to our community and our employees.

This means ensuring not only that we are a company that clients want to work with but that we are a company our team would continue to choose to work for.

As part of this promise, we are committed to prioritizing employees, maintaining open communications, and consistently improving and growing.

**Your Role as Administrative Assistant & Accounting Support**
Reporting to the Assistant Financial Controller, the Administrative Assistant & Accounting Support will be the primary liaison for BESTECH in interactions with clients, vendors, subcontractors, and visitors. This involves maintaining office security protocols, handling incoming communications, managing mail and deliveries, and facilitating travel arrangements. Additionally, the position involves overseeing office supplies and equipment inventory, scheduling meetings and events, and providing customer service to guests. You will all have the following accounting-related responsibilities, including managing Visa payments, processing expense reports, assisting with HST submissions, and supporting month-end tasks.

**Your Key Accountabilities**
- Administration
- Represent BESTECH’s interest in all dealings with clients, vendors, sub-contractors, and guests.
- Maintain office security by following safety procedures and controlling visitor access by maintaining visitor logs. Greet all guests utilizing exemplary customer service skills; coordinate with internal contact, accompany to appropriate location, offer refreshments etc.
- Scan incoming mail into the electronic filing system and notify team members as required, distribute deliveries, prepare/schedule out-going mail and any shipping requirements.
- Travel arrangements and accompanying purchase orders/payments/forms as required.
- Schedule meetings/training, manage ‘meetings’ and ‘rooms’ calendars, and assist with copying/scanning/printing.
- Ordering and inventory-keeping for office, kitchen, cleaning, PPE, equipment and supplies.
- Purchasing for meals and events as requested.
- Support tickets as assigned (customer/vendors/contacts), as well as handling website inquiries.
- Office management (Ex. office, kitchen, and boardroom appearance to ensure a professional and clean environment), coordinating facilities tickets, housekeeping, and organization efforts.
- Participate in quality activities and continuous improvement initiatives.
- Accounting Support
- Visa payments and credit card authorization forms
- Visa management (maintaining balances, tracking purchases, company credit card expense reports, request for new cards or credit limits, point transfers etc.)
- Employee expense report processing
- HST submissions
- Month-end related tasks; bank reconciliations, working paper rollover, and grant calculations and submissions, etc.
- Accounts payable related tasks
- Provide backup for accounting tasks/team
- Other accounting support tasks as required
- Marketing Support
- Vendor research and request for quotes
- Business Development event coordination
- Swag organization and dispersal
- Other marketing support tasks, as required
- Project Management Support
- Provide project billing and invoicing support as required
- Other project support tasks as required

**Qualifications**
- Diploma in business or accounting, or working towards
- Minimum of 1 year of administrative and accounting support experience
- Proficient with Microsoft Office Suites (Word, Excel, Outlook, etc.)
- Strong interpersonal, written, and oral communication skills
- Strong organizational and multitasking skills
- Ability to work independently and prioritize tasks effectively

**Term**: Full-Time, Permanent (40 hours/week)

**Work Location**: In Office



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