Office Administrator

POSITION TITLE: Office Administrator

DEPARTMENT: Accounting

REPORTS TO: Controller

MAJOR DUTIES: Reporting to the Controller, the Office Administrator will provide administrative and accounting support to the management team including (but not limited to) A/R, A/P, payroll, admin, and purchasing. The incumbent will ensure compliance is maintained with all required legislation, and ensure that report results comply with generally accepted accounting principles, while delivering the Eclipse Vision and the Eclipse Entrepreneurial Culture.

PRIMARY RESPONSIBILITIES:

  • Reconciliation of intercompany accounts between all Eclipse companies
  • Bank Reconciliations
  • Month End journal entries including adjustments for travel advances and foreign exchange
  • Reconcile Petty Cash as required, with emphasis at month end
  • Perform day to day reporting and monthly financials for Eclipse companies
  • Adhere to all Health and Safety rules and procedures
  • Complete other duties and projects as assigned
  • Ensure that all business activities are performed with the highest ethical standards and in compliance with the Eclipse Automation Inc. Conduct Code

Accounts Receivable:

  • Issue customer invoices as required / requested by Controller
  • Receive and deposit, and provide deposit information to Controller
  • Forward invoices to project managers for approval
  • File approved invoices
  • Perform Eclipse internal checklist procedures for Accounts Receivable invoices

Accounts Payable:

  • Match Accounts Payable invoices to packing slips
  • Accept, label and scan matched invoices in the database
  • Code and enter invoices in Accounting Software
  • Resolve vendor invoice problems with purchasing
  • Obtain necessary approvals from project managers as required
  • Verify the accuracy of Accounts Payable batch entry
  • Print and sort vendor payments as per internal payment schedules for vendors
  • Field calls from and respond to vendor inquiries

Expenses:

  • Audit expense reports for legitimate charges, proper approvals, and ensure receipts are enclosed
  • Code, enter and pay expenses
  • Record payment of expenses in the database
  • Maintain safety shoe and safety hard hat purchase reimbursement listing

Administrative:

  • Receive calls from suppliers and add new suppliers into system.
  • Providing administrative assistance to upper level management and consultants, and various tasks as assigned
  • Perform a variety of general office support duties such as document preparation, using MS Office and filing
  • Receptionist duties; ordering and issuing supplies; scheduling and coordinating meetings, etc. , greet clients, answer incoming calls and handle client inquiries
  • Handle the management of incoming/outgoing mail and faxes, as well as other general administrative duties
  • Assist in the movement or delivery of office supplies, equipment and supplies
  • Maintain office equipment
  • Assisting in obtaining Vendor pricing
  • Coordinate office activities and operations to secure efficiency and compliance to company policies,
  • Support budgeting and bookkeeping procedures
  • Assist with HR duties as required
  • Create and update records and databases with personnel, financial and other data
  • Submit timely reports and prepare presentations / proposals as assigned

EDUCATION:

  • Diploma/Degree in Business Administration – Accounting
  • Enrolled in professional accounting program considered an asset (CPA)

EXPERIENCE:

  • 2 years experience in an accounting department
  • Sage 50 Accounting Software
  • Exceptional attention to detail
  • Ability to communicate effectively both verbally and in writing
  • A passion for providing quality customer service and building effective business relationships
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