Office Administrator

Job Description

We’re looking for an organized, collaborative, and detail-oriented office guru to join our devoted team and take on the important role of Office Administrator.

Position Summary:

Reporting to the Owner, the Office Administrator is responsible for facilitating the day-to-day bookkeeping, payroll, and administrative support functions for Prime Electric. Specifically, the job incumbent is tasked with organizing, processing, and reconciling the company’s financial transactions and reviewing and processing weekly employee payments. In upholding Prime Electric’s mission of providing excellence in services, actions and workmanship, the Office Administrator must reliably and professionally coordinate with both internal and external stakeholders and maintain positive working relationships. The job incumbent is responsible for employing accounting principles and adhering to organizational standards to ensure the accuracy and timeliness of all financial matters.

Duties & Responsibilities:

Bookkeeping

• Calculate and process invoices, payments, transactions, deposits, credits, account statements, etc.
• Create invoices based on information provided by Project Coordinator.
• Enter, track, and verify accounting transactions including Accounts Payable (A/P) and Receivable (A/R).
• Log and complete deposits, efficiently managing and reporting cash flow.
• Manage bank accounts, prepare month end account reconciliation and year-end financial statements.
• Ensure accurate preparation and filing of financial remittances (i.e., HST).
• Compile data and provide weekly/monthly accounting reports to Owner.
• Communicate with the appropriate stakeholders to secure payment and aid in resolving discrepancies.
• Liaise with internal and external contacts to extract necessary accounting information.
• Maintain orderly financial filing systems and uphold internal processes and controls.
• Other similar and related duties as required.

Payroll

• Conduct weekly payroll activities including preparing and processing employee payments.
• Monitor employee hours and process timesheets using payroll software (“QuickBooks T-sheets”).
• Accurately prepare, reconcile and file payroll remittances and forms (i.e., source deductions, ROEs, T4s).
• Keep abreast of legislative requirements and reporting regulations affecting administrative functions.
• Promptly respond to employee questions regarding payroll to ensure potential pay issues are addressed.

Administrative Support and Collaboration

• Work closely with the Owner and Project Coordinator to ensure accurate financial reporting.
• Respond to customer inquiries regarding credit card and e-transfer payments (via phone or email).
• Prepare the final draft of quotes to present to customers in accordance with the information provided by Project Coordinator and/or Owner.
• Provide employees with instructions on completing benefits applications.
• Assist and support co-workers and external contacts to promote productive working relationships.

Prime Electric’s Employee Promise

• A casual, supportive and inclusive work environment
• Extended health benefits
• Equitable compensation

Working Conditions:

• Office setting, primarily