| Reports to | Director of Business Operations |
Job purpose
The Front Office and Accounting Administrator is responsible for front office and accounting functions to support efficient business operations. This role also includes aspects and responsibilities from all departments within the organization.
Duties and responsibilities
Administrative
- Greets all clients and guests, ensures they are comfortable while advising appropriate staff that client or guest is waiting
- Responsible for keeping the office and waiting areas neat
- All other tasks required for the smooth and efficient running of the office
- Cleans and maintains office equipment including copier and computers
- Prepare spreadsheets and other tracking documents as required
- Provides administration support to the Director of Business Operations as required
- Carry out other specific projects as determined by the Director of Business Operations
Financials
- Accounts receivable complete to payments and bank deposits
- Accounts payable complete to payment
- Work with third party accountants on required entries and functions
- Assist with month end and year end journal entries and reporting
- Prepare accurate bank and credit card reconciliations
- Tracking of spending on company credit cards to ensure accurate entry and reporting
- Review and approve employee timesheets and expenses semi-monthly; complete payroll and electronic deposits
- Track employee work hours to ensure company averaging agreement is being followed
- Follow established procedures for all government reporting requirements including GST, Payroll
Tax, and other Canada Revenue Agency reporting
CSR & Ramp Duties
- Greet clients and guests, ensures they are comfortable while advising appropriate staff that client or guest is waiting
- Ensure visitors and guests are signed in and provided with appropriate security badges
- Provide Safety Briefing to passengers arriving for flight
- Assist with loading passenger baggage & cargo
- Assist with passenger embarking and disembarking ensuring seat belts and headsets are fitted and secured correctly.
- Aid pilots in opening & closing hangar doors, ground handling aircraft, refueling etc.
- Transportation of Dangerous Goods for Air Transport Compliance
Qualifications
- High school diploma or Equivalent
- At minimum – Introduction to Canadian Bookkeeping Course. Bookkeeping or Accounting certificate an asset
- Minimum 1-year experience working in Aviation – Helicopter experience an asset
- Experience reviewing and analyzing HFDM (Helicopter Flight Data Monitoring)
- Strong understanding of the Canada Labour Code as it pertains to Aviation and Averaging Agreements
- Restricted Operator Certificate – Aeronautical
- Proficient computer skills; knowledgeable re Microsoft Office Suite
- Experience using Cirro by AirSuite, ForeFlight, EasyClocking, WinAir
- Strong spoken and written communication skills
- Valid Driver’s Licence with clean driver’s abstract
- Clean Criminal Record Check and Vulnerable Sector 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 on site.
Direct reports
N/A