In the role of Accounting and Administrative Assistant, you will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.
The successful Accounting and Administrative Assistant is an energetic professional who doesn't mind wearing multiple hats and working directly in the office. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.
This is a temporary opportunity to cover a maternity leave, for approximately one year.
New grads are encouraged to apply!
Office Management:
- Manage office requirements for BTSI Head Office operations which include being main point of contact for:
- Maintenance Inquiries and work with Building Management.
- Mailing, Shipping and Receiving and ensure proper track records for both courier and international shipments.
- Purchase office supplies and materials, and stock necessary areas of the office.
- Provide basic technical support for standard office equipment.
- Become a main point of contact for:
- Organizing and scheduling meetings for various members of the team when requested.
- Ensuring the boardrooms and meeting rooms are set up and functional as required.
- Organize any office event or functions as required.
- Provide support when needed to the Executive Team.
- Provide reception duties and support Security team by:
- Answering the main phone line and directing calls as needed.
- Greeting visitors and clients, while having knowledge of any movements in and out of the office.
- Maintain security visitor logbook and visitor badge tracking.
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
- Ensure that results are measured against policies, procedures and standards, while making necessary changes along the way to meet and exceed expectations.
- Provide excellent office and administrative support to all BTSI locations and other functions.
- Assist with promotional material for publication and order marketing material as required.
- Providing travel coordination and assistance and manage Corporate Traveller account.
- Supporting functions within Human Resources:
- New Hires & On-Boarding
- Departures
- Other office related duties as assigned by the Company.
- The Company may reasonably expand or limit such duties, responsibilities, and authority.
Financial Accounting:
- Accounts Payable processing including purchase order processing, purchase invoice matching and posting, and monthly account reconciliation.
- Expense report posting and compliance review (policy compliance, coding and classification, tax compliance).
- Process accounts receivable invoices, send monthly statements and follow up on outstanding accounts for Skillsoft.
- Preparation of monthly credit card reconciliations.
- Preparation of the following monthly financial period close financial working papers
- Prepaids
- Capital assets
- Maintain filing systems, electronic and manual.
- Responsible for reconciling and monitoring US subsidiary bank accounts and ensuring the NetSuite records are kept up to date daily.
- Assist with year-end audit requests.
- Certificate, Diploma or degree in Office Management, or related field.
- 1-3 years of experience in an administrative role.
- Able to multi-task in a fast past environment.
- Strong working knowledge with O365.
- Excellent organizational and administrative skills.
Strong communication and problem-solving skills.
Ability to work as a team member and independently.
Knowledge of accounts payable.
Knowledge of general accounting procedures.
Minimal experience in accounts payable or general accounting experience.
Willing to learn our processes and responsibilities.
- Must be able to obtain a Government of Canada Security Clearance.
