Job Description
Job Description
Bookkeeper and Office Administrator
Job Summary :
We are seeking an organized and detail-oriented Bookkeeper / Administrator to join our finance team in a medium-sized construction company. This role involves primarily processing invoices, managing vendor relationships, and ensuring accurate and timely payments. The ideal candidate will have experience in accounts payable within the construction industry and be familiar with job costing, subcontractor payments, and vendor management. Candidate will also offer support with day-to-day accounting duties and will serve as backup for payroll (hourly & salaried).
Key Responsibilities :
1. Invoice Processing :
- Review, verify, and process incoming invoices from vendors and subcontractors.
- Match invoices to purchase orders, contracts, or job costing information to ensure accuracy.
- Code invoices to the appropriate accounts and cost centers in the accounting system.
2. Vendor Management :
Maintain accurate records of all vendor accounts, ensuring all payment terms are met.Resolve any discrepancies or issues with vendors related to payments, invoices or billing issues.Respond to vendor inquiries promptly and professionally.3. Payment Processing :
Prepare and process payments to vendors, ensuring all payments are made within the agreed terms.Ensure proper approval workflows are followed for all payments.Coordinate and process subcontractor holdback releases and payment applications.4. Job Costing :
Ensure accurate coding of costs to the proper job or project codes.Work closely with the project management team to verify the costs associated with specific jobs or projects.Assist with job costing reconciliation to ensure the integrity of project financials.5. Reconciliation and Reporting :
Reconcile vendor statements and ensure all invoices are accounted for and discrepancies are resolved.Prepare accounts payable reports and assist with month-end and year-end closing processes.Assist with audit preparations by providing necessary documents and reports.6. Payroll Administration Support :
Collect and verify accuracy of time sheets from job sites as needed.Prepare payroll for union and salaried employees as needed.7. Compliance and Recordkeeping :
Ensure compliance with company policies, procedures, and accounting standards.Maintain organized and accurate digital or physical files for all accounts payable transactions.8. General Administrative Support :
Provide administrative support to the Project Management & Finance department as needed.Assist with other accounting tasks, including expense reports, credit card reconciliations, and posting journal entries as needed.Qualifications :
Education : High school diploma required; associate degree in accounting, finance, or related field preferred.Experience : At least 3-5 years of experience as a bookkeeper, preferably within the construction industry.Skills :
Proficiency in QuickBooks, Microsoft Excel and Microsoft Office.Full-cycle bookkeeping : accounts receivable, accounts payable, general ledger entries and payroll.Strong understanding of progress billing, holdbacks, job costing and construction accounting is an asset.Excellent attention to detail and organizational skills.Strong communication skills, both written and verbal.Ability to handle multiple tasks and prioritize work effectively.Working Hours :
Full-time position, Monday through Friday, 8-hour shiftCompensation :
Bonus for performance, Two weeks paid time offBenefits include Health insurance, Dental care, Vision care.Location :
Bolton, ON – In person.
