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Office Admin

3 weeks ago

Abbotsford, Canada Randhawa Farms Ltd. Full time

**Who We Are**

Randhawa Farms Ltd. is located in Abbotsford, British Columbia with over 100 acres of greenhouses growing non-GMO vegetables including Bell Peppers and Long English cucumbers under the 'Perpetual Vegetable Co.' brand. Founded in 1978, Randhawa Farms Ltd. continues to be a family owned and operated vegetable greenhouse operation. We believe in diversity of our workforce and continue to grow our 'family' with passionate, talented, results-focused and safety oriented individuals.

**Opportunity**

A career with Randhawa Farms Ltd. means joining a team working towards a common goal of growing top quality produce while giving back to our environment and communities. We offer our valued team members an exceptional and multi-faceted working environment and benefits.

**Job Purpose**:
The AP/Office Admin role in a greenhouse setting is responsible for managing the company's outgoing payments and ensuring all invoices, vendor payments, and financial transactions are processed accurately and timely. This role plays a critical part in maintaining the financial health of the greenhouse by ensuring suppliers are paid promptly, which supports the continuous supply of necessary materials and services.

**Accounts Payable (part time)**
- **Invoice Management**: Review, verify, and process all incoming invoices related to greenhouse operations, including supplies, equipment, utilities, and other services.
- **Payment Processing**: Schedule and execute payments to vendors and suppliers via checks, electronic transfers, or other payment methods as per company policy.
- **Vendor Relations**: Maintain positive relationships with vendors by promptly addressing any billing discrepancies, payment issues, or queries.
- **Record Keeping**: Maintain accurate and organized records of all accounts payable transactions, including payment schedules, invoices, and correspondence.
- **Reconciliation**: Perform regular reconciliation of accounts payable balances with vendor statements and the general ledger to ensure accuracy.
- **Compliance**: Ensure that all accounts payable activities comply with relevant laws, regulations, and company policies, including tax-related filings and documentation.
- **Reporting**: Prepare and present regular reports on accounts payable status, aging reports, and cash flow forecasts to management.
- **Collaboration**: Work closely with the procurement and finance teams to manage the budget, track expenditures, and optimize cash flow.

Office Administrator (Part Time)
- Prepare employee expense reports including company VISA
- Provide administrative support by handling all incoming inquiries, mail, faxes
- Ordering supplies, inventories, services for the business, receiving deliveries, courier packages and ensure they are delivered to the correct staff person(s)
- Assess and evaluate suppliers to ensure contract compliance
- Contact suppliers to resolve price, quality, delivery or invoice issues
- Provide analysis on costs, new and existing and review cost reduction activities
- Support various executives to fulfill day-to-day tasks and/or responsibilities
- Ensure office environment is maintained to a professional and cleanliness standard
- Keep files and work area organized while maintaining a comprehensive records management system
- Manage general office storage, ensuring an organized system for all staff to access
- Perform other duties as requested, directed or assigned

**Skills and Abilities**:

- **Attention to Detail**: High level of accuracy in processing invoices, payments, and maintaining records.
- **Organizational Skills**: Ability to manage multiple tasks, deadlines, and vendors while maintaining organized records.
- **Communication Skills**: Strong written and verbal communication skills for effective interaction with vendors, suppliers, and internal teams. Punjabi and Spanish is an asset
- **Problem-Solving Abilities**: Ability to identify and resolve discrepancies in accounts payable and vendor issues efficiently.
- **Technical Proficiency**: Familiarity with accounting software (such as QuickBooks, SAGE, or similar), Excel, and other relevant financial tools.
- **Time Management**: Ability to prioritize tasks and manage time effectively to meet payment deadlines.
- **Analytical Skills**: Strong analytical skills for performing reconciliations and generating financial reports.
- **Financial Knowledge**: Understanding of basic accounting principles, tax regulations, and financial reporting.
- **Team Collaboration**: Ability to work well with cross-functional teams, including procurement, finance, and management.
- **Adaptability**: Ability to work in a dynamic environment, particularly in the agricultural industry, which may have fluctuating demands and seasonal peaks.

Experience Required:

- 2+ years' of experience as an accounts payable/office admin or similar position
- Diploma in accounting preferred
- Experience in the agricultural industry is an asset
- Proficient in Mi