Office Supervisor Position

**OFFICE SUPERVISOR**
**SUMMARY**:
**Please note: This is a maternity leave coverage for a minimum of one year with a possibility of a permanent position as Office Supervisor.**

To learn the complete position of the Office Manager while training and monitoring the Administrative department.

While reporting to the Office manager, the primary responsibility of this position will be to ensure that the most efficient and effective means are used in the organization’s Accounting and general office processes.

**JOB DUTIES**:

- Manage, hire, train & review the administration Team Members to ensure proper flow of information processing & streamline any challenges
- Make sure all projects are invoiced (Accounting & Main Job Books updated & Unbilled Lists follow up with GM prior to flipping the month. Weekly review to Project Director
- Ensure that Payables accounts are reconciled by AP and if any problems occur resolve them
- Make sure payroll spreadsheets are done weekly and are correct for OT etc.
- Ensure that Bank reconciliation is done regularly and do it periodically as a spot check on accuracy of others
- Ensure that completed files are boxed, labelled and stored properly
- Make sure all necessary tasks are completed including phone lists, telephone issues
- Annual purging of Accounting Files as per CRA standards
- Check Temp Agency hours before AP processes
- Continuous learning of other duties from the Office Manager
- Able to cover in all Admin sections should it be needed

**Understand Office Managers duties**

**As per below**
- Review of Bank Accounts Daily to ensure Funds required are in place and discuss with owners if issues. (Watch for Fraud)
- Process incoming payments and follow up on outstanding receivables
- Ensure recurring entries and cash transfers are updated entered and reconcile to the bank
- Reconcile post and replenish Petty Cash as necessary.
- Review ROE issuance and deal directly with EI and other government authorities as required

**“*_**Dedicated to Abatement Excellence”*_
- Oversee the Issue T4’s and reconcile the payroll year end with payroll and accountant
- Co-ordinate Annual updates for Sage 100 Payroll to make sure we are using the right figures for

WCB, CPP etc. Must be done before first payroll of the New Year. Also, if tax rates change at any other time. Sometimes April or July.
- On a regular basis ensure that documents necessary for year end are saved where needed so it is not such an arduous task at year end.
- Log into Nero and investigate and crosscheck vehicle on site times as needed
- Order more Keys or repairs to our main door locks and liaison with Alarm company as required.
- Monitor Cell phone usage and report overages to HR so they can deal with the individual.
- If any Cell phone Aps are not functioning properly trouble shoot them and do what is necessary to make them work properly.
- Deal with IT to ensure that all computer related issues are resolved.
- Deal with Strata and township on any Building issues.
- Deal with Janitorial company as required.
- Deal with any Stats Canada Surveys.
- Produce Accounts receivable lists for collection purposes and follow up on any that are an issue.

If they age over 60 days report any potential issues to the General Manager.
- Review Payables and ensure that cheque runs occur biweekly on non-pay weeks. Release cheques as cash flow permits. Ensure that all payables are processed to the correct month where possible. If large accruals in any month make sure we do any adjusting entries.

**To learn and understand these Office Managers duties**

**As per below**:

- Process Dividend payments for the owners and shareholders as required.
- Download and process any payment for the holding companies as required.
- Reconcile and enter all entries related to Shelbri Holdings.
- Benefit review with Representative to ensure that increases are kept in check.
- Pay, file and reconcile, Corporate Taxes, GST, Payroll Remittances, EHT and WCB, Bimonthly,

Monthly, quarterly or yearly as required
- File quarterly and annual review with WCB and ensure payment is processed enabling us to pull new WCB Clearances.
- Co-ordinate the Year End process with the Accountant to ensure all Taxes are filed and paid when due.
- Complete vehicle lease/ insurance transactions as necessary when vehicles are either being added or sold from the fleet.

**“*_**Dedicated to Abatement Excellence”*_
- Coordinate the Fleet Insurance renewal and ensure drivers have their insurance and stickers.
- Issue and Monitor use of Company Credit & Gas Cards, reporting any irregularities to the owners.
- Set up make changes and monitor Alarm company reports and activity weekly. Record any necessary meeting s as instructed by General Manager/HR.
- Deal with all Cell phone issues from purchase to deployment which includes setting them up for use and making sure they are enrolled in Jamf Remote Management.
- Deal with any office related leases as necessary.
- He