Office Administrator/bookkeeper

_**At Reale Born Inc., we provide people who love architecture with innovative solutions to make their designs a reality. As leaders in custom fabrication, we collaborate with our clients on the initial design concept to the final one-of-a-kind creation resulting in ‘exceptional’ products that convey the passion we have for our business. We specialize in metal and glass, working in both residential and commercial markets.**_

We are seeking a full-time Office Administrator/Bookkeeper to join our growing team at our West Mississauga office/fabrication facility. This position will be responsible for specific Office Administration tasks, in particular recruitment, Media postings, Job Costings and Accounts Payable, as well as perform full back up to all other Office Administration tasks. In addition, over time, this role will assume support for our Bookkeeping by maintaining financial records, transactions, banking, reporting, and account reconciliations.

We operate a casual office work environment. Our hours of operation are Monday-Thursday, 7am
- 4pm, Friday 7am
- 1pm. Although this is an on-site position, we will give, future consideration, to a hybrid arrangement where some work is done from home.

5 years of experience in Office administration/Bookkeeping is required. A diploma in Accounting/Office Administration would be an asset.

Starting rate may vary depending on experience.

**Specific Responsibilities relating to Office Administration**
- Create and maintain Bookkeeping, AP & Employee filing systems for all paper and electronic files as per protocols. Download supplier invoices to network to electronic filing system.
- **Media Support**

Provide support in posting Corporate photos on various media platforms
- **Job Costing**
- Work with a team to roll out and provide ongoing support to ensure all our projects are within costing requirements.
- **Recruitment**
- Maintaining and Creating Job Descriptions
- Posting Jobs on Indeed and monitoring, remove as required
- Posting Jobs Internally on Bulletin Boards
- Work with hiring Manager to send out offer package.
- **Accounts Payable-Manage Accounts Payables using Quick Books as follows**:

- Creating purchase orders and entering vendor bills.
- Entering receipts into Quick Books
- Process bi-weekly payments via EFT to suppliersMaintain supplier information on the EFT and add new suppliers, as required.

**Office Administrator (back up role) which includes cross training on the following**:

- Create and maintain filing systems for all Office Administration paper files as per protocols.
- Track project status by maintaining excel spreadsheets
- Accounts Receivables (Quick Books)
- Payroll Processing (ADP) Bi weekly
- Onboarding of new employees
- Benefits Administration
- Insurance Coverage Secure and track corporate credit & gas card usage
- Maintaining a neat and tidy work environment including a limited amount of cleaning as needed.

**Responsibilities relating to Bookkeeping (Back up and cross training)**
- Financial recordkeeping
- establish, maintain and balance various accounts (including bank accounts and credit card accounts) using Quick Books
- Post journal entries
- Maintain general ledgers and financial statements and assist with the year-end audit
- Calculate government remittances and prepare and file HST, WSIB, EHT returns and other government documents.
- Payroll Processing (Bi-weekly)
- Prepare other statistical, financial and accounting reports as required.
- Maintaining the trial balance and prepare the balance sheet.
- Other duties as required
- Stats Can, Set up new businesses.
- Set up and maintain Automatic monthly payments on Quick Books
- Set up Employee files for new employees.
- Cash Flow Reporting
- **Credit Card Oversight**
- Issue/cancel Credit Cards as required ensuring paperwork is completed
- Maintain Credit Card limits
- via online banking. Adjust limits as required with controller approval
- Manage Travel Rewards for President
- **Banking**
- Make Online bank payments (bi-weekly)
- Download bank/Credit card account statements
- **Benefits**
- Prepare, submit and issue cheques for “Cost Plus” claims.

**Qualifications**

**Education/Experience**
- University or College Degree in finance or accounting (preferred)
- Minimum 5 years of bookkeeping administrative experience
- Knowledge of bookkeeping includes payroll, bank reconciliations, HST Filings
- Has a passion for numbers

**Communication**
- Exceptional English written and oral communication
- A key requirement is recognizing when to seek advice from others.
- Able to handle confidential and sensitive material in a professional manner.

**Software**
- Proficiency in MS Office Suite, Adobe, Avery Design Pro 5.4, Outlook and Quickbooks (Online and Desktop experience REQUIRED)

**Organization**:

- Strong attention to detail, ability to work in a complex and fast-paced working environment in a timely and organized manner
- Self-directed and able to work without