Office Manager/bookkeeper

**Summary**:
The Office Manager/Bookkeeper reports directly to the President. Duties include, but not limited to processing and monitoring accounts payables, expenditures and accounts receivables. Preparing and monitoring the company payroll including employee benefits and company RRSP/DPSP plan. Providing these services in an effective and efficient manner will ensure that company finances are accurate and up to date and that employees are paid in a timely manner and are accurate as well as insuring vendors are paid within established time limits. In addition, the Office Manager/Bookkeeper is often responsible for providing office and clerical services to Project Managers and Service Department, coordinating invoices and follow-up with customers. The Office Manager attends to visitors, deals with inquiries on the phone and in person.

**Duties & Responsibilities**:Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.

**Main Activities**:Provide accounting functions in accordance with Generally Accepted Accounting Principles including but not limited to:
**Accounts Payable**
- Receive and verify invoices and requisitions for goods and services.
- Verify that transactions comply with financial policies and procedures.
- Prepare batches of invoices for data entry.
- Data enter invoices for payment.
- Process & manage vendor payments.
- Maintain Accounts payable ledger.
- Maintain vendor files.
- Issue Purchase Orders as and when required.

**Accounts Receivable**
- Input all relative data into work orders to create an invoice.
- Maintain job costing when required.
- Prepare and send monthly customer statements.
- Follow up with customers for payment schedule.
- Take and process customer payments.
- Maintain customer account files.

**Payroll**

Establish and maintain confidential employee files.
- Data enter daily time sheets into accounting system and invoices.
- Administrate Employee Benefits Plan (Canada Life).
- Process payroll through Payworks including:

- Calculate salaries and benefits.
- Verify pay amounts, hours of work, deductions, etc.
- Process payroll
- Ensure Source Deductions are completed as per procedures.
- Process all labour and travel job costs.
- Assists President with processing new hires.
- Maintain bi-weekly summaries of absenteeism, and vacation time.
- Month end and Year end processing
- Government Remittances

**Administrative Support**
- Answer telephone, screen & direct calls.
- Daily mail pick-up and mail drop off.
- Replenish office supplies when required.
- Daily bank deposits.
- Take and relay accurate messages.
- Provide information to callers.
- Greet persons entering the organization.
- Deal with queries from customers and vendors.
- Ensures knowledge of staff movements in and out of the organization.
- General administrative and clerical support.
- Prepare letters and documents.
- Tidy and maintain the reception and office area.
- Provide clerical support to president, project managers, estimators and service department - maintaining job files, invoices, and account details.
- Making and managing customer follow-up calls and payment calls.
- Maintain daily the company filing system for all financial documents.
- Ensure the confidentiality and security of all financial and employee files.
- Maintain all offices supplies.

**Skills/Qualifications & Specifications**:

- High school diploma or equivalent.
- Knowledge of administrative and clerical procedures.
- Post-secondary education certificates in accounting an asset
- Knowledge of accounting software. Sage 50 preferred.
- Knowledge of customer service principles and practices.
- Knowledge of accounts payable, accounts receivable, and maintaining general ledgers.
- Knowledge of payroll functions and procedures.
- Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
- Ability to maintain confidentiality concerning financial and employee files.
- Excellent interpersonal skills.
- Professional personal presentation including appropriate professional attire.
- Customer service orientation.
- Information management.
- Team building skills.
- Accounting / Bookkeeping skills.
- Show initiative.
- Analytical and problem-solving skills.
- Decision making skills.
- Effective verbal and listening/communication skills.
- Attention to detail and high level of accuracy.
- Very effective organizational skills.
- Effective written communication skills.
- Stress & time management skills.

**Personal Attributes**:
The incumbent must maintain strict confidentiality in performing the duties of Office Manager/Bookkeeper. The incumbent must also demonstrate the following personal attributes:

- Be honest and trustworthy.
- Be respectful.
- Process cultural awareness and sensitivity.
- Be flexible.
- Demonstrate sound work ethics.

**Working Conditions**:
The Office Manager/Bookkeeper will h