Office Manager

3 months ago

Edmonton, Canada MCL Power Inc. Full time

_**Overview**_
MCL Power Inc., a large Edmonton-based electrical company, is seeking a highly organized and detail-oriented Office Manager to transition into the role of a retiring long-standing employee. This role will manage the day-to-day bookkeeping tasks and oversee office operations, ensuring the smooth running of the accounting and administration operations. This role is essential in supporting the company's financial health and administrative efficiency.
- **Key Responsibilities**_

**Office Management**:

- Oversee daily office operations of office administration staff to ensure a productive and efficient work environment.
- Manage office supplies, equipment, and maintenance, ensuring all are adequately stocked and functioning.
- Coordinate and schedule meetings and appointments.
- Implement and maintain office policies and procedures.
- Assist with project management tasks, including tracking progress and coordinating with field staff.

**Bookkeeping**:
**Accounts Payable**:

- _Invoice Management:_ Receive, review, and process invoices from suppliers and subcontractors, ensuring accuracy and proper authorization.
- _Payment Processing:_ Schedule and process payments, including checks, ACH transfers, and wire transfers, while taking advantage of early payment discounts.
- _Vendor Relations:_ Maintain positive relationships with vendors and subcontractors, promptly addressing billing discrepancies or inquiries.
- _Purchase Orders:_ Track and match purchase orders to invoices, ensuring all purchases are accounted for and recorded.

**Accounts Receivable**:

- _Client Invoicing:_ Prepare and issue invoices to clients based on project milestones, time, and materials used.
- _Collections:_ Monitor outstanding invoices and follow up with clients on overdue payments to ensure timely collections.
- _Progress Billing:_ Manage progress billing for ongoing projects, ensuring that partial payments are collected as work is completed.

**Payroll Management**:

- _Payroll Processing:_ Calculate and process payroll for field and office staff, including hourly wages, salaries, overtime, and bonuses.
- _Time Tracking:_ Verify and record employee hours from timesheets or time tracking software, ensuring accurate payment.
- _Deductions:_ Manage payroll deductions, including taxes, benefits, and garnishments.
- _Payroll Tax Compliance:_ Prepare and file payroll tax reports.

**Job Costing**:

- _Expense Allocation:_ Accurately allocate costs to specific jobs or projects, including labour, materials, equipment, and subcontractor expenses.

**Bank Reconciliation**:

- _Bank Statements: _Reconcile bank accounts and credit card statements monthly to ensure that all transactions are accurately recorded.

**Tax Remittance, Compliance and Audits**:

- Process GST and any tax remittance as required.
- _Audit Preparation:_ Assist in preparing for internal and external audits, providing necessary documentation and responding to auditor inquiries.

**Software and Systems Management**:

- _Accounting Software:_ Utilize accounting software Trimble Vista (Formerly Viewpoint) to manage financial transactions and produce reports.
- _System Maintenance:_ Regularly update and maintain accounting systems, ensuring data accuracy and system efficiency.

**Documentation and Record Keeping**:

- _File Management:_ Maintain organized and secure records of all financial transactions, contracts, and agreements.
- _Document Retention:_ Ensure compliance with document retention policies, archiving records as required by law.

**Communication and Coordination**:

- _Internal Communication:_ Collaborate with project managers, estimators, and other departments to gather financial data.
- _External Communication:_ Liaise with external accountants, auditors, and tax authorities as needed.
- **Qualifications**_
- Proven experience as a bookkeeper, preferably in the construction or electrical industry.
- Proficiency in accounting software Trimble Vista or similar (training will be provided if required)
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Strong knowledge of bookkeeping principles and financial regulations.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Attention to detail and accuracy in data entry and financial reporting.
- Ability to work independently and as part of a team.
- Knowledge of HR practices and employment laws is a plus
- Previous experience leading a team
- **Education and Experience**:_
- A bachelor’s degree in accounting, finance, or business administration or a related field is preferred
- Minimum of 3-5 years of bookkeeping and office management experience.
- Experience in the electrical or construction industry is highly desirable.
- **Working Conditions**:_
- Full-time position with standard office hours.
- Occasional overtime may be required during peak periods.
- **Compensation**:_
- Competitive salary based on experience.
- Full benefits pack

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