JOB DESCRIPTION
Exploits Welding and Machine Shop Limited (EWMS) is a fast-paced construction and fabrication company operating since 1996. Our office supports the shop, multiple job sites, and mining industry clients, all within tight deadlines.
We are seeking an Accounting & Office Operations Coordinator to join our growing business.
Reporting directly to the Controller, this position serves as the operational anchor of our team by merging daily financial tasks with general office oversight while supporting accurate financial reporting and overall office efficiency.
The primary focus includes accounts payable data entry in Sage 50, weekly time-tracking coordination for our outsourced payroll provider, processing payments and issuing receipts for accounts receivable.
This versatile role is ideal for an organized, detail-oriented professional who embraces challenges, works closely with corporate finance leadership, and seeks long-term operational experience. The ideal candidate demonstrates strong data-entry skills, sharp numerical accuracy, confidentiality, and a commitment to maintaining precise financial records. The role also provides administrative and phone support to ensure smooth office operations.
KEY RESPONSIBILITIES
Accounting & Payroll Coordination (Primary Focus)
- Weekly Payroll Compilation: Collect weekly paper timesheets from the Shop Foreman and Site Supervisors; audit for completeness and legibility, calculate overtime, and input data into the master Excel payroll template for our external payroll provider. Currently, we have approximately 50 employees comprised of office staff, shop and field employees.
- Weekly AP Processing: Receive, code, and input a high volume of vendor invoices into Sage 50; match invoices with delivery slips and prepare for Controller approval.
- Reconciliations: Reconcile monthly statements for company credit cards, bank accounts and vendor/customer statements. Reconcile daily POS and petty cash.
- GL Entries (Sage): Accurately input and maintain journal entries in Sage 50 to ensure precise financial records.
- Tax & Audit Support: Assist with the preparation and submission of tax filings (HST, corporate tax, HAPSET, etc.) and assist with annual workers’ compensation audits.
- Controller Support: Assist the Controller with gathering and preparing month-end and year -end documentation and reports for analysis and presentation to the company’s accountant.
ADMINISTRATIVE & FRONT DESK BACK UP
- Front Desk Coverage: Provide support for answering incoming calls and greeting visitors.
- Mail Logistics: Process and sort daily physical mail, central office emails, courier packages, and incoming delivery slips.
- Correspondence: Respond to inquiries, resolve billing discrepancies, and maintain positive relationships with customers and vendors including follow-up on outstanding payments.
- Filing & Organization: Maintain organized digital and physical filing systems for accounts payable/receivable and general administration.
- Basic IT Support (Light Support): Provide first level troubleshooting for office staff, including printer issues, password resets, email access problems, and coordinating with external IT support when required.
- Travel & Accommodations: Book flights and short/long-term accommodations for crews mobilizing to job sites.
- Additional Duties: Perform all other duties as required and/or assigned by the Controller including project support and annual inventory counts, etc.
QUALIFICATIONS & SKILLS
- Experience: Minimum 2 years of hands-on experience in bookkeeping, accounts payable, accounts receivable, or accounting administration, ideally within construction or contracting is required. Post secondary coursework or a diploma in accounting or business administration preferred.
- Software: Proficiency with Sage 50 is required. Strong skills in Microsoft Office (Excel, Word, Outlook, Teams). Experience with MS Project and Adobe applications is considered an asset.
- IT / Network: Computer systems expertise, including proficiency in financial software, database management, and secure network operations would be nice to have but not required.
- Financial Skills: Solid understanding of foundational bookkeeping, general ledger coding, and payroll with strong numerical accuracy and attention to detail. Experience with job costing and project budgeting would be an asset.
- Operational Skills: High organizational ability to manage logistics with exceptional data entry speed, and an organized approach to both paper and digital filing. Ability to work independently and prioritize competing deadlines
- Communication: Professional, polite phone manner; strong team player mindset; optimistic outlook; flexibility and adaptability; ability to multitask with a positive “can do” attitude and can maintain professionalism under pressure.
- Reliability: Reliable, professional, and able to work full time at our office with a willingness to work overtime when required.
WORKING CONDITIONS
- Standard 40-hour workweek, Monday to Friday.
- Office based environment with regular computer and data entry tasks.
- Collaborative team setting with direct interaction with the Controller and administrative staff.
BENEFITS
- Paid Time Off / Vacation
- Optional Health, Dental & Vision Insurance
- Optional Retirement Plan
- Competitive Salary Based on Qualifications and Experience
BUILD YOUR BEST CAREER WITH EWMS
If you embrace a challenge and are eager to join a growing business that empowers individuals to become their best, EWMS offers a workplace where owners work alongside the team in a relaxed, supportive atmosphere. We invite you to bring your skills, dedication, and positive attitude to a company that values teamwork and continuous growth. We will provide any necessary guidance to the ideal candidate.
If this sounds like you, apply in confidence by submitting your resume along with a cover letter for consideration.
To learn more about our company, visit: https://exploitswelding.ca/
NO PHONE CALLS PLEASE!
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Life insurance
- On-site parking
- RRSP match
- Vision care
Work Location: In person
