Accounting Administrator

Overview

Manage accounts payable/receivable, invoicing, month‑end close, and office admin tasks.

Key Responsibilities

• cost tracking
• invoice processing
• inventory transfer
• accounts payable
• month-end close
• data extraction

Tasks

-Keep track and record the various costs associated with customer invoices. This can include product cost, freight, brokerage, credits and other costs. -Organize and manage physical and digital filing systems for efficient record- keeping. -Process cheque deposits (weekly or bi-weekly based on volume) and submit paperwork to head office on a recurring basis. -Receive, record and apply customer payments within the accounting system (Great Plains). -Process incoming and outgoing inventory branch transfers throughout the month and reconcile them at month end. -Provide customer quotes by liaising with the Estimating and Customer Support team members. -Answer incoming calls via Microsoft Teams, respond to inquiries, and direct customers to appropriate staff members, by acquiring an understanding of the organization and the various departments in the branch. -Prepare and process customer and vendor paperwork, ensuring all documentation is complete and accurate. This can include invoices, order acknowledgements, tracking information and packing slip information. -Prepare and issue invoices to customers and follow up on outstanding payments. -Greet visitors and customers, providing a welcoming and professional experience. -Process and manage all accounts payable and receivable transactions. -Manage and maintain office supplies and equipment, ensuring they are in working order. -Order inventory as directed by Warehouse Manager and record it in the accounting system (Great Plains). Administrative Duties: -Handle, code, allocate and record vendor invoices (product & freight charges) into the sales and accounting platforms, ensuring they are submitted for timely payment -Oversee the credit check process for new customers, and prepare the credit approval package for Branch Manager approval. -Complete month end tasks required to close out the period based on the provided timelines. -When necessary, assist in the extraction and preparation of data for various reports. -Track and work with vendors, customers and sales team to resolve any issues or discrepancies as they might arise. -Keep track and report at month end Accruals for unbilled sales and unpaid invoices as well as in-transit inventory.

Requirements

• ms office
• customer service
• problem solving
• analytical skills
• organized
• flexible schedule

What You Bring

-Must be willing and able to work within a flexible time schedule. -Has strong work ethic and integrity. -Possesses strong customer service skills, both verbal and written. -Strong multitasking skills and proven ability to meet tight deadlines. -Likes the challenge of problem solving. -Likes to work in a stable and harmonious environment. -Exceptional accuracy and attention to details. -Ability to manage multiple tasks in an environment of rapid change and shifting priorities. -Excellent spoken and written communication skills. -Is extremely organized, has experience with calendar management and can prioritize tasks/projects independently. -Has the ability to conduct oneself diplomatically and professionally. -Advanced knowledge of MS Office (Word, Excel, PowerPoint, and Outlook). Professional; must be tech savvy. -Must be extremely driven and motivated. -Strong analytical skills and the ability to work well under pressure.

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About Talentsphere Staffing Solutions

-Combining nimble, tech-enabled sourcing with niche industry know-how, they fill roles ranging from temporary and contract to executive leadership. -Their consultants work sectors such as IT, data analytics, life sciences, construction, finance, marketing, HR and engineering. -They’ve helped clients execute major projects—from tech system rollouts to executive hires—by delivering tailored talent fast. -With a consultancy mindset, they’ve positioned themselves for hands-on partnerships, acting as strategic talent advisors rather than just recruiters. -They stand out by offering both speed on temporary and interim needs, and thorough executive search when senior leadership is at stake. -Operating across major Canadian cities and the U.S., they bring local market insight to every placement.

Sector Specialisms