Bowman Electric Limited Hiring for Office Manager/Bookkeeper Job at Kenora Full Time

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 computers and relevant software applications.
• 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.
• Computer skills including the ability to operate computerized accounting, spreadsheet, and word processing programs, and email at a highly proficient level.
• 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 have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The position is expected to be covered from 7:30 AM to 4:30 PM with a one-hour unpaid lunch break. There are occasions when due to customers’ requests & issues, employees, or workload deadlines that the Office Manager/bookkeeper is expected to stay late or come in on day-off to complete tasks and or make up time lost. The Office Manager/bookkeeper may also have to do some light lifting of supplies and materials from time to time. The office may be a busy facility. Office Manager/Bookkeeper may have to manage a number of projects at one time and may be interrupted frequently to meet the needs and requests of project managers, other team members, clients and vendors. The Office Manager/Bookkeeper may find the environment to be busy, noisy, and will need excellent organizational and time and stress management skills to complete the required tasks.

Job Type: Full-time

Salary: $18.06-$31.89 per hour

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Profit sharing
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Kenora, ON: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 2023-02-28
Expected start date: 2023-03-06