Key Responsibilities

Accounting Support

• Accounts Receivable: Provide comprehensive clerical support, including processing and recording all incoming customer payments (cash, Interact, VISA).
• Accurately handle the petty cash fund and ensure accurate manual invoice entry.
• Accounts Payable: Assist with vendor payment preparation by ensuring accurate document matching (packing slips to invoices, invoices to vendor statements).
• Perform general data entry in Excel spreadsheets to support Accounts Payable, Accounts Receivable and/or Payroll.
• Assist with weekly Accounts Receivable reporting and customer balance lookups.
• Assist Payroll Clerk with the preparation and processing of weekly timesheets, with a strong focus on systematic sorting and organization.

Records Management and Archiving

• Maintain organized financial records by scanning, digital filing, and physical mail preparation of invoices and statements.
• Ensure the absolute integrity of payroll records by overseeing all filing and electronic archiving for audit compliance.
• Assist with various other payroll and administrative duties as needed.

Operational Data and System Management

• Oversee the data integrity of our operations by managing the remote scale system.
• Process aggregate slips into Excel for essential monthly reports, requiring proficiency in identifying aggregate types and pit/quarry locations.
• Manage the One Call Locates process.
• Manage the Fuel Key System, including creating fobs and generating monthly pivot table reports.

General Office Administration

• Oversee all office supplies, including inventory, ordering, receiving, and stocking.
• Handle general office logistics, including Purolator orders, printer room maintenance (paper/recycling), and shredding duties.
• Provide clerical support to other departments as needed, including generating standard documents, data compilation, or administrative tasks.

Reception and Communication

• Serve as the primary receptionist, managing the main phone line by answering calls, screening, and directing inquiries to the appropriate internal party.
• Professionally greet and direct customers and visitors.
• Monitor and manage the general company email account, ensuring prompt and accurate distribution of communications to the proper department or staff member.

Qualifications

• Experience providing office and accounting support, including clerical and administrative duties
• Diploma or certificate in related field would be an asset
• Bilingual, excellent verbal and written communication skills in French and English
• Proficient in Microsoft Excel and Word; experience with accounting software
• Exceptional attention to detail and accuracy when managing high volumes of data
• Strong organizational and prioritization skills; adaptable to shifting priorities
• Trustworthy and discreet when handling confidential payroll and financial information
• Quick learner with the ability to understand industry-specific data
• Independent, reliable, and a strong team player with great interpersonal and multitasking skills