Administrative Assistant

1 week ago

Markham, Canada Malone Given Parsons Full time

We are looking for an energetic and flexible person to work under the supervision of our Primary Bookkeeper/Financial Analyst and the three directors. The position will blend some administrative and accounting functions and will initially focus on the bookkeeping aspect of the position. The ability to work as a team with other staff is critical.

**Duties and Responsibilities**:

- Generate project invoices and account statements for 150+ projects per month;
- Follow up with clients regarding outstanding receivable balances;
- Input and process accounts payables;
- Record transactions accurately in the accounting system;
- Prepare bank account reconciliations at month end for multiple accounts;
- File and retrieve corporate records, documents, and reports;
- General accounting and administrative support to the Primary Bookkeeper and Principals of the company;
- Order office supplies including copier paper, coffee, paper products, stationary, etc.;
- Restock copier areas, kitchen and client washroom;
- Organize (with direction and assistance) company lunches and events;
- Manage couriers and mail, reorder postage when necessary;
- Contact landlord with maintenance issues;
- Program and periodically answer in-office phones (check voice mail daily);
- Program copier for employee access;
- Client hospitality: order food for meetings, provide coffee/drinks and tidy up after meetings;
- Purchase supplies/groceries for the office kitchen weekly.

**Requirements and Qualifications**:

- Degree/Diploma in bookkeeping/ payroll, business administration, accounting, finance, or relevant field preferred;
- 2+ years of bookkeeping experience;
- Online banking experience, ACH processing an asset;
- Excellent communication and math skills;
- Proficient with MS Office (Word and Excel). QuickBooks, QuickBooks Online, Sage (Simply Accounting), and other accounting software an asset;
- Ability to read and interpret financial terminology;
- Professional level verbal and written communication skills;
- Knowledge-seeker who enjoys technology and learns new software quickly;
- Ability to switch between accounting and managing admin work for partners and staff.

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative experience: 2 years (required)

Work Location: In person

Application deadline: 2025-05-16

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