Job Description

Hourly Rate: $24.00 – $30.00 per hour,  based on experience and qualifications.

Key Responsibilities

Accounting Support

• Collaborate with the Controller in efforts to maintain accounts receivable objectives;
• Maintain a billing system;
• Generate and send out invoices;
• Prepare bank deposits, process payment allocations whether its Cash, Direct Deposit, E-transfer, Interact or Credit card and post data entry in accounting software;
• Perform account reconciliations;
• Prepare period or cost statements or reports;
• Respond to customer inquiries, maintain good customer relations and solve problems;
• Maintain accounts receivable customer files and records;
• Follow the necessary process for all credit balances, refunds, adjustments, payment recovery of outstanding accounts, etc.;
• Perform complete management of accounts receivables and month-end closing;
• Maintain crushing and inventory summaries as well as reconcile to GL;
• Accurately handle the petty cash fund and ensure accurate manual invoice entry.
• Perform related clerical duties such as assisting the Accounts Payable Clerk as needed.

Records Management & Controls

• Maintain organized and auditable financial records through scanning, digital filing, and physical document management.
• Ensure confidentiality, accuracy, and compliance with internal controls and Company policies.

Office Administration & Operational Support

• Support the integrity of operational and administrative data by managing assigned systems, including the remote scale system, One Call Locates process, and the Fuel Key System (including fob creation and periodic reporting).
• Coordinate and manage snow removal call-ins and call-outs to support timely response and service continuity, as required.
• Oversee office supplies and inventory, including ordering, receiving, stocking, and control.
• Manage general office logistics and administrative functions, including courier services, printer room maintenance (paper and recycling), document shredding, and related clerical duties.
• Provide administrative and clerical support to other departments as required, including document preparation, data compilation, and routine office tasks.

Reception & Communication

• Serve as the primary receptionist, managing the main phone line by answering calls, screening, and directing inquiries to the appropriate internal party.
• Professionally greet and direct customers and visitors.
• Monitor and manage the general company email account, ensuring prompt and accurate distribution of communications to the proper department or staff member.

Qualifications

• Experience providing office and accounting support, including clerical and administrative duties
• Diploma or certificate in related field would be an asset
• Bilingual, excellent verbal and written communication skills in French and English
• Proficient in Microsoft Excel and Word; experience with accounting software
• Exceptional attention to detail and accuracy when managing high volumes of data
• Strong organizational and prioritization skills; adaptable to shifting priorities
• Trustworthy and discreet when handling confidential payroll and financial information
• Quick learner with the ability to understand industry-specific data
• Independent, reliable, and a strong team player with great interpersonal and multitasking skills