Bookkeeper/office Manager

The bookkeeper will be responsible for full cycle bookkeeping duties, preparation of bank reconciliations, payroll, accounts payable, accounts receivable, tax filings (HST, WSIB, T4, installments), and general office administration. This role is key support to the functioning of the operations of the business in all front office functions and is the primary point of contact for all financial matters. The incumbent will be required to excel at providing ongoing customer service through problem solving, analyzing challenges, providing solutions, and completing jobs in a timely manner.

A key function in this role will be a requirement to seek out and implement technological solutions to digitizing processes and thus creating efficiencies to streamline the finance function of the company. As such, knowledge of various accounting programs and a mid-level tech-savviness will serve well in this role.

Overview

Role:

- Bookkeeper /Office Administrator

Responsibility:

- Bookkeeping and Finance
- Office Organization and Administration
- Customer Service

Result:

- Highly accurate and timely bookkeeping and remittances.
- Highly organized and efficient use of information, files.
- Company is represented competently and professionally.
- Identification and implementation of technological solutions for digitizing finance processes.

Overview of Responsibilities

Bookkeeping and Finance

1. Accounts Payable
- Code and key accounts payable, and process timely payments by cheque, online and credit card.
- Key and verify invoices using appropriate information and coding by division and cost code.
- Work with management to enter all PO driven and operationally driven invoices.
- Balance statements from vendors.
- Refine vendor relationships, and work with management to negotiate payment terms to our benefit.
- Investigate all discrepancies with invoice totals and work with the company to clean up accounts.

2. A/R:

- Maintain current A/R accounts. Investigate, adjust and resolve any outstanding balances.
- Process payments received by cheque, credit card, e-transfer, money order and cash.
- Customer invoicing as required for service divisions.

3. Banking:

- Monthly bank / visa reconciliation and analysis of accounts and variances.
- Reconcile Cash Till on a weekly basis.
- Verify Payment Terminal payments.
- Deposit cheques as posted to A/R.
- Complete physical bank deposits as required, ensure cash till is adequately stocked.

4. Bookkeeping:

- Track employee purchases - ensure appropriate use of company credit cards.
- Work with and support Leadership Team to ensure all expenses are tracked and costs reduced
- Prepare weekly financial reports and correspondence for internal or external review
- Identify opportunities for increased efficiency, enter data for divisional budget and expenses for reporting to Leadership Team.
- File and sort documents (paper and electronically, creating consolidated reports when necessary)
- Various accounting, journal entries, and inventory adjustments.
- Set up and disposal of assets, maintain depreciation schedule.

5. Payroll:

- Responsible to collect payroll documents, correct or address any payroll changes on weekly basis.
- Monitor payroll on a weekly basis for any payroll deductions etc.
- Prepare payroll & government returns and remittances and payments including EHT, PD7A, HST, WSIB.

6. Health and Safety and Human Resources:

- Human Resources include processing T4s, ROEs.
- Manage employee benefit plan.
- Maintain vacation, sick leave and attendance records.
- Maintain list of employees.

Office Organization and Administration
- Enter new customer information into accounting software.
- Support the maintenance of purchasing and stocking of office supplies.
- Responsible for filing all documents, invoices, ownerships, employee information, etc.
- Ensures that customer contracts and files for A/R, A/P, Banking, Machinery, Vehicles, taxes, etc. are maintained in good order.
- Document procedures, processes and policies.
- Contribute to and/or complete special projects as assigned
- All other duties/responsibilities as required, assisting co-workers and owners as required.
- Comply with all company policies/procedures and safety requirements

**Key Success Behaviours and Skills**:

- Aligned with ServiceMaster Core Values of Knowledge, Optimism, Relationships, Passion.
- Strict attention to detail in technical specifications and written communication.
- Performance driven, fast paced and energetic.
- Superior communication and interpersonal skills with staff and customers.
- Strong in math and accounting.
- Keyboard and data entry skills.
- Highly alert and structured thought process with demonstrated problem solving skills.
- High organizational skills, time management and analytical skills.
- Competent with Microsoft Suite.
- Proficient with computers, very technology savvy.
- Performs and demands excellence in quality of work.
- Service and teamwork focused, driven to impr