Administrator (Bookkeeping)

Job Description

The Administrator is mainly responsible to undertake general administrative tasks in the office. While the main focus will be assigned by the Commercial Manager, the Administrator works with other staff and provides support in a variety of areas across the organization.

NOTE: This opportunity is currently fully remote, with the plan of switching to a hybrid role (combined with on-site and remote work).

Duties & Responsibilities

The list below provides a general overview of the different administrative functions within the organization where an Administrator may be pulled into. Based on the internal workload and resource allocation, the Administrator will be assigned to focus mainly on specific functions on the Job Description document; however, the Administrator may be asked to perform additional duties in other areas based on the business needs as well.

Accounting Administration

• Responsible for day-to-day accounts receivables and/or payables procedures.
• Use accounting software (QuickBooks Online and MS Excel) to record and process expenditures, receipts, and other financial transactions.
• Follow-up with customers’ overdue accounts and assess late payment charges.
• Compile data and preparing a variety of financial reports upon request.

Travel Administration

• Arrange travel reservations by organizing the Company’s travel needs and procuring necessary documentation while staying within the travel budget.

Sales & Office Administration (Back-Up)

• Work closely with various teams to provide support to the Sales team and handle relevant administrative tasks related to sales, marketing, and tradeshows.
• Act as a point-of-contact for customers with queries and their quotes/contracts/orders.
• Manage phone calls and correspondence (e-mail, letters, packages, etc.) in a professional and welcoming manner.
• Book and set up the meeting rooms for in-house meetings and trainings when necessary.
• Other duties to assist colleagues upon request.

Qualifications

• Post-secondary education in Administration, General Business, or related discipline is an asset but not required.
• Previous training in Bookkeeping or Accounting courses is an asset.
• Previous experience in office administration is preferred.
• High organizational skills with attention to details
• Solid computer skills in Microsoft Office Suite, especially in Word and Excel
• Strong multi-tasking capability and time management skills
• Superb communication skills, both verbal and written
• Work in a fast-paced environment with changing priorities.
• Be able to sit for prolonged periods of time.
• Must be able to carry up to 15 lbs.