Office Administrator

About apex Refrigeration, Air Conditioning, and Heating Ltd :

Since 2007, we’ve been providing Calgary and surrounding areas with exceptional service, premium products, and undeniable expertise in solving HVAC, refrigeration & mechanical challenges for our clients.

Our focus is to reduce downtime, costs, and hassle for the businesses we work with. We implement streamlined processes through each project to ensure we stay accountable, and you stay informed.

We work hard to ensure that, whether we’re installing new systems, servicing an emergency repair, or proactively maintaining your current HVAC and refrigeration systems, we always work efficiently.

Position Description :

We are seeking an Office Administrator to join our growing team in Calgary, AB. The primary purpose of this role is to manage all aspects of accounts payable / receivable functions within the organization.

You will ensure timely and accurate processing of invoices, expense reports, and payment transactions while adhering to company policies and procedures.

The secondary purpose of this role is to act as a crew scheduler / customer service representative when required. You will be required to field calls for service from clients, and ensure a timely response is coordinated from our team of technicians.

This role requires strong attention to detail, excellent communication skills, and the ability to work efficiently both independently and as part of a team.

Responsibilities :

• Process invoices, expense reports, and payment requests accurately and efficiently.
• Verify accuracy of invoices, purchase orders, and other financial documents.
• Match invoices with purchase orders and receiving documents.
• Reconcile vendor statements and resolve any discrepancies in a timely manner.
• Prepare and process electronic transfers and payments.
• Maintain vendor files and ensure proper documentation is maintained.
• Respond to vendor inquiries and resolve payment discrepancies.
• Assist with month-end closing activities related to accounts payable.
• Collaborate with other departments to resolve payment-related issues.
• Field calls for service from clients and determine the appropriate response as per established procedures.
• Assist with special projects and other duties as assigned by management.

Position Requirements :

• Must be located within Canada.
• Post secondary diploma or certificate in accounting, finance, or other related major; or equivalent proven experience in the field.
• 1-2 years of experience in a similar role would be a strong asset.
• Computer literacy is a must to be successful in this position, specifically in Excel / Google Sheets, and Quickbooks.
• Strong attention to detail and accuracy.
• Effective organization and time management skills, ability to prioritize tasks and meet deadlines.
• Excellent communication skills in English, both verbal and written.
• Excellent customer service skills and phone etiquette.
• This position is full time on-site at our Calgary office. A reliable means of transportation to and from work is a must.

Compensation is negotiable based on relevant experience and qualifications.