Position Summary:
The Financial Administrator plays a crucial role in managing the company’s finances and administrative functions. This role requires a high level of integrity, attention to detail, and the ability to manage multiple financial operations while adhering to strict deadlines. Strong communication skills are essential, as this person will regularly interact with both internal teams and external stakeholders, including vendors and customers. Initial focus will be on our US operations, so experience with US accounting and tax a must.
Required Skills:
· Minimum 3-5 years of experience in accounting, bookkeeping, or financial administration roles
· Proficiency in QuickBooks Online (3+ years of experience required)
· Strong knowledge of Microsoft Office, particularly in excel
· Experience with payroll processing applications such as ADP or equivalent payroll software
· Familiarity with accounts receivable (AR) and accounts payable (AP) processes in a high-volume environment is preferred
· Basic knowledge of Canadian tax regulations and government compliance, including remittances (e.g., HST, payroll, WSIB)
· Basic Knowledge of US tax regulations and compliance an asset
· Excellent organizational and time-management skills
· Strong communication and problem-solving skills
Specific Responsibilities:
1. Payroll Administration
i. Onboard new employees
ii. Maintain up-to-date employee records
iii. Ensure accurate and timely processing of both US & Canada Payrolls
1. Verify Hours worked for each employee
2. Add expenses or per diems
3. Process payroll using ADP and Quickbooks Online
4. Identify and resolve any discrepancies
iv. Prepare and distribute payroll reports for taxes, government remittances, and management review
v. Ensure compliance with local, provincial, and federal payroll regulations and internal policies
2. Accounts Payable
i. Set up new vendor accounts and maintain existing vendor relationships
ii. Accurately track, review, and process all supplier invoices
iii. Verify and resolve discrepancies between invoices, purchase orders, and delivery receipts
iv. Ensure timely payment of all vendor invoices
v. Negotiate favorable payment terms with suppliers and explore opportunities for early payment discounts
vi. Work with management to control costs and source competitive suppliers
3. Accounts Receivable
i. Setup company in customer payment systems including enrollment in direct deposit wherever possible. Provide any necessary forms or proof or insurance
ii. Generate and issue accurate and timely invoices for goods and services
iii. Work with operations and sales to ensure discrepancies are quickly resolved.
iv. Proactively follow up on outstanding accounts receivable to minimize aging and improve cash flow
4. Bookkeeping
i. Enter and maintain the company’s financial data into company systems
ii. Reconcile multiple bank accounts and credit card accounts on a monthly basis
iii. Track income and expenses, ensuring accuracy in categorization
iv. File government taxes, remittances, workmans compensation… File government remittances and taxes, including but not limited to, HST, payroll taxes, and WSIB
v. Ensure compliance with government regulations
vi. Prepare monthly financial statements and other reports for management
vii. Work with external accountants in the preparation of year end financials tax returns
viii. Manage and monitor online banking activity and account balances
5. Administrative Support:
i. Organize and maintain financial and administrative company files and electronic records
ii. Assist with ad-hoc administrative tasks and projects as required
iii. Position requires adaptability and eagerness to learn new tasks and take on more responsibility
Pay: $35.00-$45.00 per hour
Expected hours: 15.0 – 20.0 per week
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Experience:
- US Accounting: 1 year (required)
Work Location: Hybrid remote in Burlington, ON L7P 1A6
