Bookkeeper/Administrative Assistant

6 days ago

Leduc, Alberta, Canada Single Source Project Management Inc. Full time $30,000 - $36,000 per year

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.
  • Prepare and send monthly statements to clients with outstanding balances, and follow up by email or phone as needed.
  • 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

Job Type: Full-time

Pay: $25.00-$35.00 per hour

Benefits:

  • Dental care
  • Extended health care

Work Location: In person

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