Office Administrator / Bookkeeper

JOB DESCRIPTION

Administrator / Bookkeeper

As a small, niche company in the Construction Sector, Dominion Lightning Rod Co. needs to operate with “big company” abilities by maximizing the skill and flexibility of our expert staff. The Management Team includes the President/General Manager, Project Manager, the Estimator, and the Project Superintendent. Each member of the team brings their specific expertise to the table to create a working environment that is efficient, effective, and collaborative. The Administrator/Bookkeeper works closely with all members of the management team, with a reporting/approval structure appropriate to the specific task. S/he must bring superior organizational skills, reliability, and consistency to the company.

A. Direct Responsibilities

1. ACCOUNTING/BOOKKEEPING: The Administrator/ Bookkeeper is responsible for preparing, obtaining approvals for and executing all in-house accounting operations.

This includes:

· Payroll (approvals by GM/PM) for approx. 18 employees including:

o Set up new employees/temporary (Union) employees

o Verify and enter timesheets

o Allocate all time to list of projects

o Manage payroll deductions

o Run payroll/direct deposit paycheques

· Receivables and Billing (approvals by GM/PM)

o Prepare and submit invoices in accordance with contract-specific requirements (Statutory Declarations, Waivers, Holdback invoices, etc.)

o Manage direct deposit payments/deposit cheques at bank

o Issue account statements

o Follow-up on overdue accounts

· Payables (approvals by GM)

o Verify and pay supplier invoices

o Verify and pay corporate credit card account, expense accounts

o Allocate all expenses

o Maintain Petty Cash

o Manage and pay government remittances

o Prepare wire transfers to USD suppliers

· Month-End (approvals by GM/President)

o Journal entries, account reconciliations and HST reporting

o Bank reconciliations

o Aged receivables by customer

o Management KPI reports

· Year-End including liaison with our Accountants (approvals by President)

o Year-End accounting system roll-over

o Preparation of Year-End accounting documents and reports

o Co-ordinate with Accounting Firm on Year-End review

o Prepare employee T4’s

2. GENERAL OFFICE DUTIES: The Administrator also has general office duties.

This may include:

· Receptionist

· Website support

· Filing

3. PROJECT SUPPORT: The Administrator/Bookkeeper provides support for on-going projects.

This may include:

· Assigning project numbers and maintaining data on the status of on-going projects.

· Obtaining and managing general Project Management documentation including WSIB certificates, Certificates of Insurance, Form 1000, etc. (approvals by PM)

· Prepare project cost reports (approvals by GM/President/Estimator).

4. CORPORATE: The Administrator has broad responsibility for a wide variety of corporate requirements.

These may include:

· Bonding – prepare annual reports per Bonding Company requirements, other periodic reports as necessary to obtain bid bonds (approvals by GM)

· Interface with insurance company for fleet insurance, certificates of insurance for projects (approvals by GM)

· Maintain LPS licensing (New Brunswick, Saskatchewan, UL, PLI, LSA) (approvals by GM)

· Maintain corporate programs: Health & Safety, Violence, Harassment, Accessibility, QA, etc. (approvals by GM)

· Process Year-End Inventory physical count, maintain inventory adjustments (approvals by Estimator/GM)

· Maintain Vehicle Fleet records (approvals by GM)

5. HUMAN RESOURCES: The Administrator is responsible for all Human Resources compliance.

This may include:

· Maintenance of all Human Resources files (approvals by GM/President)

· Administer the Company Benefit plan (approvals by GM/President)

· Ensure compliance with employment standards Act (training, reporting, posting/distribution of information) (approvals by GM)

· Maintenance of HR Policies and Procedures (approvals by GM/President).

· Records of Employment (approvals by GM)

· Arrange third party training (First Aid/CPR, etc.) (approvals by PM/GM)

· Arrange internal corporate functions (Christmas lunch, etc.) (approvals by GM)

B. Knowledge, Skills and Attitude

Knowledge:

Knows and understands:

· Accounting/Bookkeeping procedures

· Federal/provincial requirements for remittances

· Employment Standards and company policies

Skills:

Has the ability to:

· Work without supervision

· Properly prioritize work

· Quickly and competently handle a wide variety of tasks in a short period of time

· Be exceptionally well organized

· Deal professionally with customers, suppliers, the general public and co-workers

· Keep corporate information safe and confidential

· Must be able to gain the cooperation and respect of others

Attitude:

Shows that s/he:

· Works exceptionally well with the management team, understanding her/his role in achieving corporate goals

· Takes responsibility. Understands her/his role and when to pass issues to others and when to deal with them her/himself

· Is honest and acts with integrity

· Respects the confidentiality of the position

C. Qualifications / Education

· Has a minimum of 5 years’ experience as an Administrator/Bookkeeper

· Is familiar with SAGE 50 bookkeeping software

· Has good computer skills in Windows File Management, MS Word, Outlook

· Has superior skills in MS EXCEL including understanding of pivot tables, V-look ups, and formulas

· Has excellent communication skills

· Has knowledge of business practices

· A CGA/CMA/CPA designation is preferred

· Relevant accounting and related courses and experience

D. In-House Training

· The administration aspect of this job uses tools (generally excel spreadsheets) that have been developed and tailored for jobs specific to our company

· The current person whose job you will be taking over will be providing on the job training in the various procedures and skills required to be successful at this job

· She will provide this for approximately 3 months
Company DescriptionDominion Lightning Rod Co. Ltd. is engaged in the design, manufacture, installation, inspection, and certification of Lightning Protection Systems in Canada. Since 1898, and now in our sixth generation, we have been proudly owned and operated by the Cliff family of Dundas, Ontario.Company DescriptionDominion Lightning Rod Co. Ltd. is engaged in the design, manufacture, installation, inspection, and certification of Lightning Protection Systems in Canada. Since 1898, and now in our sixth generation, we have been proudly owned and operated by the Cliff family of Dundas, Ontario.