Bookkeeper/administrative Assistant

1 month ago

Leduc, Canada Single Source Project Management Inc. Full time

**Job Summary**

The Bookkeeper/Administrative Assistant is responsible for receiving vendor invoices and employee expenses, ensuring these documents are duly matched & approved, entering these documents into the system and preparing the disbursements to pay the obligations of the group. Bookkeeper/Administrative Assistant will field calls from employees and vendors pertaining to payment questions and assist with resolving any such issues.

**Responsibilities**:

- Work with the Corporate Services Manager to make sure all daily LEMS for project work are received on time.
- Coordinate with the dispatch team to confirm LEMS submissions are complete and accurate.
- Compile daily LEM data into a consolidated billing format to prepare client invoices based on agreed rates.
- Send invoices and all supporting documents to clients promptly.
- Flag any payment delays or issues to the Controller to help manage cash flow.
- Provide support to clients by directing questions or issues to the right departments and making sure they get resolved.
- Keep client account profiles up to date and accurate to ensure smooth billing and communication.
- Gather LEMS data for major project progress reports.
- Receive all employee expense reports, ensure they are duly approved, coded and accurately entered into the accounting system.
- Receive all vendor invoices for payment, match them to purchase orders and confirm receipt/approval of the goods &/or services on the invoice.
- Enter all approved invoices into the accounting system and file the approved copies in the AP files.
- Allocate funds received from the Controller for the payment of invoices to the outstanding vendor balances to generate payment batches for weekly payment runs.
- Process weekly payment runs, attach backup and provide to the Controller for review and approval for wire transfer/signature of cheques.
- File approved payment documents and distribute payments and/or confirmations according to the vendor set up.
- Maintain vendor profiles to ensure accurate addresses, contact information and banking information.
- Provide vendor & employee support by directing issues requiring remedy to the appropriate departments and follow through to ensure resolution.
- Help cover accounting duties when team members are on vacation.

**Qualifications**
- Basic bookkeeping knowledge.
- Minimum 1 year experience in office environment.
- Intermediate Microsoft Excel skills.
- Good communication and listening skills.
- Excellent time management skills.

**Essential Function**
- Support financial department
- Provide close support as directed by the Corporate Controller
- Support financial processing of South American operations

**Knowledge, Skills, and Abilities**
- Must be fluent in the Spanish language both written and spoken
- Some knowledge of Microsoft 365

Pay: $25.00-$35.00 per hour

**Benefits**:

- Dental care
- Extended health care

Work Location: In person

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