So you’re interested in joining the admin team at Phoenix? Learn more about us on our “Why Phoenix?” page.
If you think we would be a good fit for each other, send your cover letter and resume to [email protected]
- Pay Commensurate with Experience
- References Required
- One Position Open, Posting Closes October 18th
The Details:
Job Purpose
The role of the Front Office and Accounting Administrator is to ensure efficient and timely operations of the office to support and enhance the work of the organization. The Front Office and Accounting Administrator will report to the Director of Business Operations and work in collaboration with the management team.
Duties and responsibilities
Administrative
- Answers incoming calls on the office main line. Deal with inquires and re-directs calls appropriately and initiates outgoing calls as required
- Handles communication by telephone, fax, email and website inquiries
- Collects and distributes incoming mail, prepares outgoing mail including cheques and invoices
- Greets all clients and guests, ensures they are comfortable while advising appropriate staff that client or guest is waiting
- Helps to keep the office and waiting areas neat
- Ensure filing systems are maintained and up to date as well as safeguarding the protection and security of files and records
- Manage travel bookings and itineraries for management, out of town staff, training and contractors
- Maintain office stock e.g. order business cards, stationary etc.
- All other tasks required for the smooth and efficient running of the office
Accounting
- Accounts payable process, complete to cheques
- Accounts receivable tracking
- Prepare accurate bank and credit card reconciliations
- Review and approve employee timesheets and expenses semi-monthly; complete payroll and electronic deposits
- Follow established procedures for all government reporting requirements including GST, Payroll Tax, and other Canada Revenue Agency reporting
- Assist with month end and year end journal entries and reporting
Human Resources
- Manage the employee group benefits plan including annual renewals, new applicants and educating current members of the plan on their benefits
- Distribute offer letters and employment packages
- Maintain accurate, complete and confidential employee files
- Create confirmations of employment, records of employment (ROE), T4s and other employment documents as requested
- Update the company policy manual as required
- Perform other related duties as required
Qualifications
- Office Administration / Bookkeeping certificate and minimum of 3 years documented experience in office / accounting administration or equivalent
- Accounting / Financial educational background and experience required
- Proficient computer skills; knowledgeable re Microsoft Office Suite and accounting software
- Strong spoken and written communication skills
- Comprehensive understanding of Federal Labour Standards
- Valid Driver’s License
- Clear criminal record check
- Able to work both collaboratively as a strong team member and independently
- Attends to detail with an excellent ability to organize
- Able to manage multiple tasks and prioritize
Working conditions
- Standard work week Monday to Friday 8 hours per day with 1 hour unpaid lunch
- Modified work week may be instituted due to operational requirements (e.g. weekends)
- After hours on-call responsibilities; shared with the management team
Physical requirements
Sitting for extended periods with much of this time spent at a computer screen. There is also some bending and lifting of supplies and materials up to a maximum weight of 50lbs.
Environmental requirements
Located in a busy, open area office the incumbent must be able to handle numerous interruptions and frequent inquiries from staff and clients. Dogs are also present on site 24/7 so must be able to work around animals.
