Office Administrator/accounts Assistant

**About Toolbox Cloud**

For more than a decade, Toolbox Cloud has proven itself on being the reliable IT services company for a variety of industries. As we continue to scale, we are seeking a proactive and organized Office Administrator / Coordinator and Accounts Assistant.

**Role Overview**

This hybrid role combines general Office Administration and Coordinating tasks with Accounts Assistant for Invoicing and Accounts Receivable. You’ll be responsible for assisting with client projects (for example, coordinating internal team and documenting details and requirements for setting up new offices with IT hardware), supporting internal and external coordination and communications, and creating client invoices, reconciling accounts receivable and general bookkeeping. This role is in a flexible and hybrid work environment. It is primarily working from home and may include occasional errands and assistance with special or on-site projects, so a valid driver’s license and access to a car are required.

**Key Responsibilities**

**Office Administration / Coordinator**
- Support scheduling, meeting coordination, and documenting details.
- Assist with the planning and logistics of special and on-site projects.
- Monitor internal workflows, such as tracking daily tickets and implement improvements to support operational efficiency.
- Coordinate and monitor internal documentation processes and internal communications for efficiency and accuracy.
- Assist the team with various tasks as required to ensure smooth company operations.
- Ensure compliance with internal controls and support continuous process improvements.

**Accounts Assistant / Invoicing and Accounts Receivable**
- Prepare and issue client invoices.
- Updating customer records and posting payments.
- Prepare weekly and monthly open invoice reports.
- Monitor accounts receivable and outstanding payments.
- Maintain accurate timely financial electronic records including but not limited to client and project tracking reports, internal knowledge base, and documentation.
- Input data into accounting and invoicing software.
- Maintain bookkeeping: record all financial transactions in the accounting system.
- Manage accounts payable: process invoices, process scheduled payments, and reconcile vendor statements.
- Generate regular financial reports and assist with budgeting and forecasting.

**Qualifications**
- 2+ years of experience in office administration and operations support preferably in an IT environment/department.
- Familiarity with IT terminology.
- Experience with IT ticketing systems, bookkeeping and Accounts receivable.
- Proficient with Microsoft Office Word, Excel, and Outlook.
- Valid driver’s license and access to a reliable car.
- Excellent interpersonal and communication skills, both verbal and written.
- Ability to work independently, take initiative, and maintain confidentiality.
- Ability to deal with internal team, external partners, and clients in a professional, mature and courteous manner.
- Excellent organizational skills, attention to detail, time management, and ability to multitask.

**What We Offer**
- A flexible and hybrid work environment - work primarily from your home with occasional on-site visits across GTA clients, as required.
- Bonus pay
- Overtime pay
- Automobile allowance
- Paid time off
- Opportunities for growth in office management and business operations.

**How to Apply**

**Job Types**: Full-time, Permanent

Pay: $41,128.44-$58,860.67 per year

**Benefits**:

- Flexible schedule
- Mileage reimbursement
- Paid time off
- Work from home

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: Hybrid remote in Oakville, ON L6M 3E3