Receptionist / Accounting Assistant

REPORTS TO: Controller

LOCATION: Waterloo office

HOURS: Full-Time Permanent Position

8:00am-5:00pm Monday to Friday

Summary

Reporting to the Controller, and working with the Assistant Controller, this position will be responsible for data entry and administrative support for the organization, as well as be the primary receptionist for the organization. Data entry support will include all accounts payable, some payroll, accounts receivable and other data entry as required.

Reception and Administrative Support:

• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
• Take and record telephone, e-mail, or written messages for staff members.
• Office management including ordering of supplies and ensuring the efficient operation of all office functions.
• Type forms, letters, reports, and memos as necessary.
• Receive and distribute all forms of paper correspondence.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Where necessary, assist in the compilation of data for various reports.
• Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
• As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Provide information to staff and/or clients about special activities.
• Schedule appointments for interviews.
• Ensure all forms and reports are completed as needed.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
• Maintain the reception in a tidy and presentable manner
• Other administrative support as necessary

Accounts Receivable:

• Mail/fax invoice copies to customers
• Record all store sales in Quickbooks
• Enter, prepare and distributing store sales invoices when necessary
• Enter payments received

Accounts Payable:

• Enter all invoices into Quickbooks
• Stuff and mail cheques
• Match invoices to receiving slips
• Review vendor statements for accuracy and assist in resolving differences
• Filing all unpaid and paid invoice filing

Payroll:

• Ensure accuracy and completeness of hours in Timeforce
• Print off time reports
• Receive and summarize hours from other farms
• Assisting with administrative setup of all new employees
• Organize all hours for two weeks on spreadsheet
• Ensure that pay slips are forwarded to correct parties
• Ensure that all payroll requirements of the Employment Standards Act are complied with

Qualifications:

• Excellent written and verbal communication skills
• 3-5 years’ experience in a similar accounting / receptionist role
• College-level bookkeeping education or equivalent experience
• Attention to detail
• Organized
• Ability to work well in a team environment and get along well with others
• Excellent problem solving skills
• Excellent computer skills, including the ability to assist with problem resolution
• Ability to be creative and make recommendations for continuous improvement to the accounting and office management of the organization

If you are interested in this position, or if you know anyone who may be, please submit your resume by Friday, February 24, 2012 to the main office either in person, by fax to 519-664-1505, or by email at hr@martinsapples.com.