Administrative Assistant/bookkeeper

4 weeks ago

Vaughan, Canada Luggage City Full time

**Job Title**: Administrative Assistant with Bookkeeping
**Location**: 201-200 Windflower Gate, Woodbridge, ON L4L 9L3
**Company**: Luggage City

**About Us**:
Luggage City is one of Canada's longest-running independent specialty luggage retailers. We manufacture and retail a wide variety of high-quality leather goods, luggage, and handbags. We are seeking a dedicated and experienced **Administrative Assistant** with **Bookkeeping knowledge** and proficiency in **QuickBooks** to join our dynamic team. Fluency in **Cantonese and Mandarin** is required due to accounts managed in China.

**Job Overview**:
**Primary Responsibilities**:
**Administrative Duties**:

- Serve as the primary point of contact for internal and external stakeholders, ensuring professional and timely communication.
- Draft and approve communications, reports, presentations, and spreadsheets.
- Manage the executive's calendar, coordinate appointments, and ensure smooth scheduling.
- Organize paper and electronic documents, maintaining efficient administrative records.
- Order supplies, manage inventory, and ensure timely replacement of materials and equipment.
- Stay informed about the company’s structure, policies, and goals.

**Bookkeeping**:

- Use **QuickBooks** to maintain general ledgers, financial statements, and manage payroll.
- Handle **Accounts Payable/Receivable**, invoicing, and collections.
- Reconcile bank statements and credit cards.
- Record cash receipts, make bank deposits, and manage the petty cash fund.
- Prepare financial reports and maintain monthly/annual budgets.
- Enter purchase orders, post invoices, and ensure supplier payments are processed on time.

**Daily Tasks**:

- Act as a liaison between the executive team and other organizations or individuals.
- Prepare documents, reports, and presentations as needed.
- Receive and enter purchase orders into the RMS database, ensuring clear communication with retail stores and vendors.
- Perform other administrative tasks as assigned.

**Additional Responsibilities**:

- Draft monthly sales and inventory targets based on historical data and current trends.
- Support the development of financial forecasts by analyzing historical data and current trends.
- Assist in the preparation of monthly and annual financial reports to provide insights into the company’s financial health.
- Collaborate with the management team to assist in budgeting processes, ensuring accurate tracking of expenses and revenue against the set budget.
- Provide regular updates on financial performance, highlighting variances and recommending adjustments as necessary.
- Maintain accurate financial records to support forecasting and budgeting activities.

**Qualifications**:
**Required Skills**:

- **Proficiency with QuickBooks** (desktop version) is essential.
- Advanced expertise in **Microsoft Excel**.
- Proven bookkeeping experience, with a solid understanding of accounting principles.
- Bookkeeping, Accounting, or Business Administration Certificate/Diploma; designation is an asset.
- Strong attention to detail and ability to manage financial records accurately.
- Ability to operate office equipment including scanners, copiers, and printers.
- High levels of integrity and discretion in handling sensitive information.
- **Fluency in Cantonese and Mandarin** is mandatory.
- Access to a personal vehicle and a valid driver’s license.
- Highly adaptable and able to work independently or as part of a team.

**Work Arrangement**:

- This position is based on-site and does not support remote work.

**Job Types**: Full-time, Permanent

Pay: $22.00-$26.00 per hour

Expected hours: 30 - 35 per week

**Benefits**:

- Flexible schedule
- On-site parking
- Store discount

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- QuickBooks: 2 years (required)
- Bookkeeping: 2 years (required)
- Administrative experience: 2 years (required)

**Language**:

- Mandarin or Cantonese (required)

Work Location: In person

Expected start date: 2024-10-21

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