Office Administrator & Bookkeeper at Kennect

Reporting to the Managing Director, the Office Administrator & Bookkeeper has primary accountability for the company’s accounting and finances, and provides general administrative support services. The ideal candidate is interested in learning more about the business and having a thorough understanding of its processes. The ideal candidate will be encouraged to create new opportunities, shoulder new responsibilities and become an integral part of a growing business.

Responsibilities for the Office Administrator & Bookkeeper Job

Administration: (est. 60%)

• Assist the MD and the Executive Team in the overall administration of the business
• Assist in developing administrative policies and procedures
• Maintain appropriate employment records
• Maintain shipping and receiving process and supporting procedures
• Ensure supplies inventory is sufficient to meet administration function needs
• Perform other related duties as assigned by the MD
• Conduct market research to support the company’s efforts in identifying business opportunities
• Plan and coordinate promotional opportunities (e.g. trade shows)

Bookkeeping & Finance: (est. 40%)

• Develop and ensure that appropriate accounting policies, controls and procedures are in-place and followed
• Establish deadlines and prepare monthly, quarterly and annual management reporting: (e.g. financial statements, operational performance, and prepare reports on significant variances to budget
• Ensure that all taxes are paid in an accurate and timely manner
• Ensure prompt billing and collection of receivables
• Ensure accurate and timely payment of suppliers’ invoices
• Ensure that all outsourced services are managed in an effective and cost-efficient manner
• Make bank deposits; liaise with bank
• Reconcile bank and Visa statements
• Assist in preparing annual budgets, forecasting, cash flow
• Maintain appropriate accounting and financial records
• Maintain purchase order process and supporting procedure
• Ensure incoming calls are answered quickly and in a courteous and professional manner
• Ensure sales transaction are completed in an accurate manner

Qualifications for the Office Administrator & Bookkeeper Job

• University level – Business or Finance undergraduate degree or equivalent experience, preferably with bookkeeping/accounting specialization.
• 2-3 years in a fast paced, high growth business with bookkeeping/accounting responsibilities
• 3-5 years experience in business administration
• Thorough knowledge and demonstrated experience in all aspects of accounting including AP, AR, preparation of GL, preparation of budgets and financial statements
• Thorough knowledge of remittance procedures for payroll taxes
• Demonstrated ability, at intermediate/advanced level, to use Quick Books accounting software
• Demonstrated proficiency in MS Office software suite (e.g. Word, Excel, etc.)
• Strong written and verbal communication skills
• Effective interpersonal skills; ability to get along well with others
• Collaborative problem-solving, negotiating, and conflict resolution skills
• Confidence and ability to perform well under pressure
• Ability to plan, organize multiple priorities, schedule and meet deadlines
• Knowledge of general office procedures filing, faxing, mail processing, photocopying
• Demonstrated customer service skills
• Ability to prepare invoices using accounting system software
• Ability to process cash, cheques, debit and credit card transactions