Office Administrator/Bookkeeper

6 days ago

Calgary AB TM K, Canada Pacific Heating & Cooling Full time

Company: Pacific Heating & Cooling

Location: Calgary, AB

Position Type: Full-time (Some weekends may be required)

Pacific Heating & Cooling is looking for a reliable, detail-oriented Bookkeeper / Office Assistant to join our team. This role blends front-office customer service with back-office bookkeeping. The ideal candidate is friendly on the phone, highly organized, and confident working in QuickBooks.

Key Responsibilities

Front Office / Customer Service

  • Answer incoming phone calls in a professional and courteous manner
  • Book and confirm client appointments
  • Respond to basic client inquiries and direct more complex questions to the appropriate team member
  • Track and follow up on client messages, voicemails, and emails

Bookkeeping (QuickBooks)

  • Record and post daily transactions into QuickBooks
  • Create and send customer invoices
  • Apply payments and manage accounts receivable
  • Follow up with customers on outstanding invoices and overdue accounts
  • Enter and reconcile vendor bills and expenses
  • Process accounts payable and prepare payments
  • Perform bank and credit card reconciliations
  • Maintain accurate and up-to-date general ledger entries
  • Assist with payroll data entry (if applicable)
  • Prepare basic financial reports (e.g., profit & loss, balance sheet, aging reports) for management
  • Assist our external accountant with documents and information for year-end

General Office Support

  • Maintain client records and files (digital and/or paper)
  • Assist with basic administrative tasks (scanning, filing, data entry)
  • Support management with ad hoc administrative or bookkeeping projects

Availability

  • Regular weekday hours
  • Working some weekends may be required during busy periods or special projects

Qualifications

  • Previous bookkeeping experience is required (minimum 3 years preferred)
  • Strong knowledge of QuickBooks (Online and/or Desktop – please specify in your application)
  • Experience managing accounts receivable and following up on outstanding invoices
  • Solid understanding of basic accounting principles (debits/credits, AR/AP, reconciliations)
  • Excellent phone and customer service skills
  • Strong attention to detail and high accuracy in data entry
  • Proficient with computers and Microsoft Office / Google Workspace
  • Ability to multitask, prioritize, and stay organized in a busy office environment
  • Reliable, punctual, and able to work independently with minimal supervision

Job Type: Full-time

Pay: $15.91-$28.25 per hour

Work Location: Hybrid remote in Calgary, AB T2M 0K3

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