Accounting & Administrative Assistant

Job Description:

Accounting & Administrative Assistant

Reports To: Owner/Controller

Department: Administration & Finance

Organization: Bevan Bros. Limited

Position Summary

The Accounting & Administrative Assistant is responsible for providing administrative, accounting, and customer service support for Bevan Bros. Limited, Olympia Electric Limited, Weymouth Properties Ltd., and Dave’s Auto Electric Inc. This role serves as the first point of contact for customers, suppliers, and visitors while supporting accounts payable, cash receipt processing, bookkeeping functions, and general office operations. The successful candidate will play a key role in ensuring the smooth and efficient day-to-day operation of the office.

Key Responsibilities

Administrative & Reception Duties

• Open the office each morning, including unlocking doors, turning on lights, and activating phone systems.
• Answer incoming telephone calls professionally and direct calls to the appropriate staff member.
• Greet and assist customers, suppliers, delivery personnel, and visitors.
• Manage incoming and outgoing mail, courier deliveries, and office correspondence.
• Monitor and distribute incoming emails from shared company inboxes.
• Provide administrative support to management and office staff as required.

Accounting & Bookkeeping Support

• Monitor Accounts Payable and Administrative email accounts and distribute correspondence appropriately.
• Print, stamp, code, and distribute Accounts Payable invoices for approval.
• Perform Accounts Payable data entry for all companies.
• Process customer payments and accurately apply receipts within Sage 50.
• Prepare and distribute end-of-day payment reports.
• Reconcile supplier statements and investigate discrepancies.
• Process supplier payments as required.
• Assist with bookkeeping and accounting functions as assigned.

Accounts Receivable Support

• Email customer invoices as requested.
• Assist with customer account inquiries.
• Support collections and accounts receivable activities when required.
• Maintain organized records of customer payments and correspondence.

Office Administration

• Perform daily system backups and verify successful completion.
• Maintain organized electronic and paper filing systems.
• Order office supplies and maintain inventory levels.
• Complete credit applications and supporting documentation.
• Assist with special projects and additional administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Post-secondary education in Accounting, Business Administration, Office Administration, or a related field is considered an asset.
• Previous experience in an administrative, accounting, bookkeeping, or office support role preferred.
• Experience with Sage 50 or similar accounting software is considered an asset.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.

Skills & Abilities

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Professional and courteous customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong data entry and computer skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Ability to work independently and as part of a team.

Working Conditions

• Primarily office-based environment.
• Regular interaction with customers, suppliers, and employees.
• Occasional lifting of office supplies, files, and mail deliveries.
• Office Hours – Monday to Friday, 8 am to 4:30 pm

Performance Expectations

• Provide professional and courteous service to all customers, vendors, and staff.
• Ensure invoices, payments, and accounting records are processed accurately and on time.
• Maintain organized and accurate filing and documentation systems.
• Complete daily office opening procedures and administrative tasks consistently.
• Support the efficient operation of the accounting and administrative functions of the business.

Tagged as: 12200