Office Administrator

**JOB DESCRIPTION**

**Position Title: OFFICE ADMINISTRATOR**
**Reports To: MANAGING DIRECTOR**
**Position Type: FULL TIME**

**Resource Integrated Ltd.** was founded in 2004 with a vision to develop business
- building ideas with impact. Our focus is to deliver whole solutions for **design, print, retail fixtures and displays, logistics and installations, and data** **driven communications.** Through our diverse service offering, sure-handed project management and fastidious attention to detail, we have grown productive partnerships with some of Canada’s most respected names in retail. As a member of our team, you will have an unquenchable thirst for innovation and take the spirit of integration in our company name to heart. We care so much about our team, we have a fantastic culture dedicated to work-life-balance, you’ll want to be a part of a fun, fast paced collaborative team Work with a highly competent team whose members share your high sense of commitment.

**POSITION OVERVIEW**:
We are seeking a proactive, high-performance person to work alongside the Managing
Director and our Production Team. The Office Administrator will be responsible for providing administrative support to the entire operation and specifically the leadership team, including coordinating office workflows to ensure smooth operations and to support all business functions. We need someone with superior organization and administrative skills to be the center of all information going into and coming out of our office and our operation.

**RESPONSIBILITIES / EFFORTS / WORKING CONDITIONS**:
**Office Management / Administration**
- All facets of transactional accounting from A/R to A/P, monthly reconciliations, and accruals, as well as supporting the external Bookeeper in other duties o _All Bank and Credit Card Reconciliations_
- Management and reconciliation of Timecards for temporary employees
- Oversee and manage CRM system
- Onboarding of new clients and vendors through our CRM system
- Oversees the preparation of budgets by monitoring expected revenues and expenses
- Upload and Co-ordination of financial information for external Bookkeeper
- Establishes a system of controls by designing and enforcing checks and balances to minimize risk of financial loss and ensure organizational integrity
- system
- Responsible for throughput and monitoring of all invoicing through our CRM system
- Support Operational team with maintenance of Contract master pricing
- Champion workflow automation as it related to internal invoicing and payment process

**Accounts Payable**
- Organize, Retrieve and Upload supplier invoices payable once file approved by internal staff
- Ensure that all organizational obligations to vendors and suppliers are met establishing policies and procedures for procurement and payment to minimize expense and maintain a stable supply of resources
- Manage and reconcile Employee expense reports

**Accounts Receivable**
- Prepare Invoices through internal CRM tool on a weekly and monthly basis
- Prepare weekly summaries prior for approval by Managing Director prior to processing Cheques, ETF, E-transfer or Wire Payments by external Bookeeper
- Preparation of bank deposits manually and electronically o Collaborate with the Managing Director to maintain collection goals and general A/R performance levels.

**Other Administrative Duties**
- Provide administrative reception duties to ensure all visitors are attended to
- Provide administrative and clerical support to the operation and ensure accurate filing of all documents
- Promotes organizational and individual success through on-going support, encouragement, empowerment and effective teamwork to enhance staff loyalty and productivity
- Maintains the stock levels for office, kitchen and cleaning supplies, including those for office equipment and building
- Provides effective communication linkages through telecommunication and internet based technologies to ensure customer and supplier access and operational co-ordination
- Contributes expertise to decision making processes that aims at improving office workflow efficiency
- Prepare Weekly Sales Report for Managing Director o Prepare Weekly Task Lists for review and discussion with Managing Director
- Reconcilliation and compliance with government reporting requirements and tax filings (WSIB, Payroll, EHT) on a monthly and quarterly basis with approval from the Managing Director
- Work with the rest of the team to resolve customer issues and address customer inquiries and requests for reports, back-up, reconciliations and investigations.
- Responsible for updates to annual minute books
- An ongoing and proactive approach to government subsidies and grants for each business unit as it relates to capital investments, employee training etc.

**What You Need to be Successful**
- 3+ years administrative experience in an office environment
- Completion of a Post Secondary degree in a Business related field
- Critical Thinker and a