Accounting Assistant

7 months ago

Markham, Canada Factory Direct Lighting Full time

The role of the Accounting Assistant involves providing financial, administrative, and clerical support to the organization. This role is to complete payments, receivables, and control expenses by receiving and processing payments, verifying, and reconciling invoices. Also, highlights the day-to-day management of all payment and receivable cycle activities in a timely and efficient manner.

This position involves working in a fast-paced and challenging working environment, so we are looking for a dedicated, hardworking and result-oriented team member looking to increase their experience in full cycle accounting.

**RESPONSIBILITIES**:
**Accounting**:

- Must have complete knowledge and be able to manage full accounting cycle for AP and AR.
- Keep track of all payments and receipts on a regular basis.
- Assisting with payments and receipts procedures, including credit cards reconciliation, employee expense reports, purchase orders, invoices, statements, etc.
- Prepare, verify, and process all employee expense reports; ensuring compliance with expense and travel policy (i.e., Approvals, all receipts provided & sorted, information properly entered)
- Prepare AP and AR ageing summary and reconciliation by verifying entries and comparing system reports to balances.
- Monitor AP closely ensuring accurate and timely payments (emphasis on minimizing/eliminating late payment fees).
- Act as a primary contact with vendors and customers and maintaining positive working relationships.
- Communicating with all customers / collection calls daily to collect payment on time.
- Paying vendors by scheduling payment cheques/EFT and online bill payments and ensuring payment is applied for outstanding invoices.
- Communicating to all vendor enquiries regarding Quotes, POs and payment terms and maintaining positive working relationships.
- Assisting with improving the company payment and collection processes.
- Assisting with various analysis and reconciliation of accounts and investigating discrepancies.
- Assisting vendor payments and establish payment plans, where applicable, in accordance with the company’s cash flow projections.
- Ensure maintenance of complete & accurate vendor files (in QuickBooks and hard copy).
- Proactive management of accounts receivable, collections of receivables with required practices and procedures.
- Draft / Create purchase orders in accordance with company purchase request policy; follow up on outstanding orders.
- Enter vendor invoice details into QuickBooks, match to purchase orders / purchase request forms, where applicable; ensure bills are reviewed when necessary.
- Liaising with customers, vendors, external accountants, and tax agencies for accounting issues.
- Perform Bank and credit card transactions and reconciliations on a weekly basis.
- Assist with the preparation of month and year end deadlines in a timely, accurate and effective manner.
- Maintains accounting ledgers by posting account transactions.
- Verifies accounts by reconciling statements and transactions.
- Maintains financial security by following internal accounting controls.

**Administrative**:

- Open & distribute mail; arrange and receive courier packages and other mail services.
- Take deposits to the bank if required.
- Setting appointments, arranging meetings, preparing meeting material as required.
- Track office supplies (paper/pens etc.); create orders for review when required.
- Maintains financial historical records by filing accounting and other supporting documents (hard copies and soft copies).
- Contributes to team effort by accomplishing related results as needed.
- Maintains quality, professional services by following organizational standards and expectations.
- Other duties or special projects as assigned.

**Additional Requirements**:

- To effectively perform the duties of an Accounting Assistant, individuals must be able to demonstrate a number of competencies that are essential to this position, which include:

- Minimum of 1-3 years of experience in accounting and supporting office management.
- Completion of a recognized Accounting Program is strongly preferred.
- Must be driven to learn and follow AP & AR processes for accurate results.
- Experience and understanding of intercompany transactions and multi-currency is vital for success in this role.
- Proficiency in QuickBooks & Microsoft Office Suite is essential.
- Must be able to work well in a busy, fast-paced office environment to meet deadlines.
- Must be willing and open to learning and adapting as needed.
- Must be able to communicate clearly and professionally in English, both written and orally with all levels and departments of staff around the world.
- Must possess strong interpersonal and collaborative skills.
- Ability to develop, implement and enforce processes and controls within requirements.
- Must be adept at problem-solving, including being able to identify issues, request guidance and resolve them in a timely manner.
- Must

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