Office Assistant

**What You Can Expect**:

- Health and Dental - Employees and their families enjoy paid benefits covering an extensive list of medical and dental expenses and services.
- Telus Health Virtual Care - All employees and their families have free access to top medical professionals when they need advice or a second opinion.
- Employee and Family Assistance Program (EFAP) - You and your family will have free access to consultation and support for your mental, emotional and financial well-being
- Life and Disability - You will be provided with life insurance in a multiple of your salary with an option to purchase additional coverage.
- Pension Matching Program - Invest in your future with each pay cheque through our Defined Contribution Pension Plan and we will match your contribution (up to 5% of your salary).
- Gym Subsidy Program - Employees are eligible for a gym membership reimbursement of up to $300 per year, this includes Fitness related App’s.
- As part of our Goals, Rewards, Improvement and Teamwork program qualifying teams can enjoy a monthly reward.
- Personal and Professional Development - We are committed to helping you reach your potential through training and education.
- Community Involvement - Generously supporting health, charities, youth, and education opportunities is our passion, and you’re invited to be a part of that.

Office Administrator
- Process and manage all accounts payable and receivable transactions.
- Prepare and issue invoices to customers and follow up on outstanding payments.
- Handle, code, allocate and record vendor invoices (product & freight charges) into the sales and accounting platforms, ensuring they are submitted for timely payment
- Track and work with vendors, customers and sales team to resolve any issues or discrepancies as they might arise.
- Keep track and record the various costs associated with customer invoices. This can include product cost, freight, brokerage, credits and other costs.
- Keep track and report at month end Accruals for unbilled sales and unpaid invoices as well as in-transit inventory.
- Complete month end tasks required to close out the period based on the provided timelines.
- Process cheque deposits (weekly or bi-weekly based on volume) and submit paperwork to head office on a recurring basis.
- Provide customer quotes by liaising with the Estimating and Customer Support team members.
- Order inventory as directed by Warehouse Manager and record it in the accounting system (Great Plains).

**Administrative Duties**:

- Answer incoming calls via Microsoft Teams, respond to inquiries, and direct customers to appropriate staff members, by acquiring an understanding of the organization and the various departments in the branch.
- Greet visitors and customers, providing a welcoming and professional experience.
- Prepare and process customer and vendor paperwork, ensuring all documentation is complete and accurate. This can include invoices, order acknowledgements, tracking information and packing slip information.
- Organize and manage physical and digital filing systems for efficient record-keeping.
- Oversee the credit check process for new customers, and prepare the credit approval package for Branch Manager approval.
- Process incoming and outgoing inventory branch transfers throughout the month and reconcile them at month end.
- Manage and maintain office supplies and equipment, ensuring they are in working order.
- When necessary, assist in the extraction and preparation of data for various reports.

**General Office Support**:

- Present a professional image to all customers, vendors and coworkers.
- Manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence.
- Maintain a clean and organized reception area.
- Prepare and distribute internal communications and reports as needed.
- Support other office staff with administrative tasks as required.
- Keep stock of office and kitchen supplies and place orders as needed.
- Have a strong understanding of the Three-Way Match principle.
- 3-5 years of experience in an administrative role with a focus on accounts payable and receivable.
- High school diploma or equivalent with an additional certification in office administration, bookkeeping, or related fields.
- Proven experience in an administrative role with a focus on accounts payable and receivable.
- Very strong organizational skills with a keen attention for details and a high level of accuracy.
- Strong time-management skills and the ability to maintain an organized process flow of all the invoices and information received.

and French, both written and spoken.
- Excellent communication skills with fluency in English and French, both written and spoken.
- Beginner to intermediate level in Microsoft Excel suite (understand data entry, basic equations and navigating through spreadsheets).
- Exposure or knowledge of Great Plains accounting software would be an asset.
- An aptitude to learn ne