Accounting Administrative Assistant

**Job Summary**
We are seeking a dedicated **Accounting Administrative Assistant with accounting/finance experience** to join our team. This is an exciting opportunity for someone with a passion for both administrative and financial tasks to contribute to our growing organization. The Accounting Administrative Assistant is responsible for providing administrative and clerical office support and basic accounting functions to Autumnwood Mature Lifestyle Communities. This position will perform various tasks related to billing and payroll, support vendor relations, answer telephones, file paperwork and scan documents. This position will play a crucial role in supporting daily operations and ensuring the smooth functioning of our administrative tasks.

**Qualifications**:

- Post secondary education, Bachelor’s degree or Diploma, in Accounting, Finance, or a related field is preferred.
- Office Administration certificate is considered an asset.
- Proven experience in an administrative role is preferred, particularly in a finance or accounting environment.
- Minimum completion of secondary school required.
- Experience in accounts payable and receivable in a small to mid-size firm an asset.
- Knowledge of basic financial and accounting principles.
- Must be legally eligibly to work in Canada.
- Proficiency in written & spoken English; Bilingualism (French//English) is considered an asset.

**Knowledge, Skills & Abilities**:

- Demonstrated data management skills including organizing, processing and making sense of data.
- Excellent computer skills (MS Excel, MS Word & MS Outlook, MS Teams) including typing abilities.
- A commitment to delivering exceptional client service with professionalism and attention to detail.
- Works cooperatively with others to foster a culture of inter-professional collaboration.
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Customer service-oriented mindset with a friendly and professional demeanor.
- Highly motivated, with the ability to work effectively both independently and as part of a team.
- Sound ownership qualities and willingness to take initiative for the assigned tasks.
- Strong clerical, organizational and time management skills with the proven ability to multitask daily.
- Punctual, meticulous and reliable.
- Ability to maintain confidentiality of sensitive information

**Duties & Responsibilities**:
**Administration & Operations**
- Perform clerical duties, such as word processing, maintaining filing and record systems and photocopying.
- Greeting and assisting visitors, ensuring a positive and professional experience.
- Maintain and organize files, both physical and digital, ensuring accuracy and confidentiality.
- Assist with data entry and record keeping, both physically and electronically.
- Assist with inventory management and ordering office supplies.
- Respond to main telephone, direct calls to the appropriate individuals.
- Pick up, sort and distribute all incoming mail.
- Coordinate and process all outgoing mail i.e. postage, courier.
- Provide administrative support to management and other staff members.
- Collaborate with team members to streamline administrative processes and improve efficiency.
- Sort and distribute all documents received from Retirement communities.
- Filing
- Resident/Tenant information
- Maintain and update a list of contracts for each of the communities.
- Assist with month end duties.
- Assist with the preparation and reconciliation of the year end files.
- Post monthly recurring journal entries.
- Other duties as assigned.

**Accounts Receivable**
- Accept deposit cheques/money and forms from all communities.
- Prepare bank deposits for all communities:

- Fill out deposit slip
- Print daily deposit slips
- Coordinate annual rental increases for each facility.
- Process and update internal and external billings for all companies when required:

- Intercompany billings i.e. capital assets
- Prepare monthly statements and rental receipts for residents/tenants as requested.
- Process, print and distribute notices for rental increases for all facilities, as directed.
- Enter approved and coded invoices into the accounting system
- Reconcile statements.
- Maintain Resident Files in Point Click Care by scanning relevant documentation and uploading to the appropriate files; archive documents once successfully uploaded.
- Other duties as assigned.

**Accounts Payable**
- Verification of codes and approval of weekly invoices, Visa receipts and statements.
- Enter all approved facility invoices into Jonas by the end of day each Friday.
- Verify supplier statements with Jonas to ensure all invoices have been received.
- Match approved Visa receipts to monthly statements and enter into Jonas prior to their due date.
- Match all printed cheques to necessary back-up and provide for signature, once signed prepare cheques to be mailed.
- Deliver bank deposits to the bank and pay inv