Career Opportunity
Office Administrator & Finance Support
This role is well-suited for a highly organized, detail-oriented professional who is comfortable working across multiple functions in a small, fast-paced consulting environment and who takes ownership of administrative and financial processes.
Your Duties
Invoicing, Accounts Receivable, and Billing
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- Prepare, review, and issue client invoices in accordance with contracts and project milestones;
- Monitor accounts receivable, follow up on outstanding invoices, and respond to client billing inquiries;
- Reconcile invoicing records and ensure accuracy between project tracking systems and accounting software.
Accounts Payable and Financial Administration
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- Process vendor invoices, employee expense claims, and credit card reconciliations;
- Maintain organized records of invoices, purchase orders, receipts, and payment confirmations;
- Working closely with our accounting firm, assist with month-end and year-end financial processes by preparing documentation and summaries;
- Support audits or financial reviews by providing accurate records and reports as required.
Payroll and Human Resources Support
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- Working with our accounting firm, support payroll preparation by summarizing employee time and expenses and reporting data for payroll processing;
- Manage benefits administration;
- Audit and reconcile vacation, sick time, and other leave balances in accordance with company policies;
- Working with external human resources consultant, manage HR data and administrative duties;
- Assist with onboarding and offboarding of staff, including documentation and system access.
Office Coordination and Administrative Support
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- Provide general administrative support to management and project teams on an ad hoc basis;
- Coordinate office operations, including supplies, equipment, and basic facilities needs;
- Maintain organized digital and physical filing systems, records, and databases;
- Prepare correspondence, reports, and internal documentation as required.
Data Management and Reporting
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- Update and maintain internal tracking tools, spreadsheets, and administrative logs.
- Generate summary reports related to invoicing, expenses, payroll support, and office operations.
- Identify opportunities to improve administrative and financial processes and workflows.
Education & Experience Requirements
Education and Experience
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- Post-secondary education in business administration, accounting, office administration, or a related field preferred.
- Minimum 2+ years of experience in an administrative, bookkeeping, office coordination, or invoicing role.
- Experience working in a consulting, professional services, engineering, or environmental services firm is an asset.
- Experience with QuickBooks or similar accounting software is strongly preferred.
- Proficiency with Microsoft Office (Excel, Word, Outlook); strong Excel skills are an asset.
Skills and Attributes
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- High attention to detail and accuracy in financial data entry and document management.
- Strong organizational and time-management skills, with the ability to manage multiple priorities.
- Clear, professional written and verbal communication skills.
- Ability to work independently while collaborating effectively with a small team.
- Professional, discreet, and reliable when handling confidential financial and personnel information.
- Proactive, solution-oriented mindset with a willingness to support a variety of administrative needs.
Submit Your Resume
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