Accounting and Administrative Assistant

Position Overview

Reporting to the Assistant Controller, the Accounting & Administrative Clerk plays a support role within the Finance team, with responsibilities covering banking, accounts payable, accounting, and office administration. This position is responsible for processing invoices and payments, supporting cash and treasury-related activities, assisting with recurring accounting tasks, and ensuring smooth day‑to‑day office operations. The role requires strong attention to detail, organization, and the ability to manage recurring deadlines while providing reliable administrative support in a fast‑paced, growing organization. This role will work in hybrid working environment, requiring a minimum of two days per week in the office

This a hybrid role with requiring at least two days of in office work in Langley, BC.

Core Job Functions

The following are core job functions and may change depending on the need of the company:

Banking

• Online banking payments, banking template & positive pay approvals
• Remote check Deposit
• Correspondence with the bank and other banking duties

Accounts Payable (AP)

• Process invoices in the accounts payable system, ensuring timely approvals
• Process and reconcile corporate credit card statements and ensure proper receipt documentation

Accounting Support

• Prepare monthly journal entries and support routine accounting activities such as preparing credit tracker, manual transfer log & banking reports
• Process sales tax filings and payments including Canadian sales taxes (GST/PST) and U.S. state taxes
• Complete regulatory and statistical reporting, including Statistics Canada and U.S. Census Bureau wholesale trade surveys
• Prepare and submit annual U.S. 1099 MISC reporting in compliance with IRS deadlines
• Complete business license renewals and other annual compliance requirements

Office Management

• Sort and distribute incoming and manage outgoing mail
• Answer and route incoming phone calls in a professional manner
• Ordering office supplies, managing office equipment and postage & meters
• Coordinating courier and delivery services
• Coordinating office maintenance and cleaning requests
• Maintaining records for office access fobs, parking, and boardroom bookings
• Supporting new employee onboarding activities
• Assisting with offsite records storage

Qualifications

• Post secondary education in accounting, finance, business administration, or a related field (certificate, diploma, or coursework preferred).
• 1–3 years of experience in an accounting, administrative, or clerical role preferred
• Experience supporting accounts payable, payment processing, or general accounting functions is an asset
• Excellent interpersonal and communication skills, both written and verbal across all levels of the organization.
• Proficiency with Microsoft Office, particularly Excel, Outlook, and Word
• Experience using accounting or invoice processing systems (e.g., AP systems, document management tools) is an asset
• Ability to work with payment platforms, credit card statements, and basic journal entries
• Strong attention to detail and accuracy
• Excellent organizational and time management skills, with the ability to handle recurring deadlines
• Ability to manage multiple tasks and shifting priorities in a fast paced environment
• Clear, professional verbal and written communication skills
• High level of discretion when handling confidential financial and employee information
• Strong teamwork skills with the ability to work independently when required
• Exceptional time management skills & strong sense of urgency

About ADENTRA

ADENTRA has a network of over 81 distribution centers spanning North America, consisting of five distinct brands; Hardwoods Specialty Products; Rugby Architectural Products; Frank Paxton Lumber Company; Novo Building Products and Mid Am Building Supply. Our brands work together as North America’s largest and most diverse supplier of decorative surfaces, high-grade hardwood lumber, sheet goods, architectural millwork and specialty architectural building products to the residential and commercial construction markets. ADENTRA helps create beautiful spaces where we live, work and play. We have over 3,000 employees across North America and growing, as we are very active in the acquisition of complementary companies. Our North American Head Office is located in Langley BC, Canada.

ADENTRA and each of its flagship brands is an equal opportunity employer and is dedicated to creating an inclusive environment, welcoming applicants from all backgrounds, experiences, and perspectives. As part of our hiring process, candidates may be required to undergo pre-employment drug testing and background checks unless prohibited by state or local law.