Job Title

* 8:30-4:30 // AP 8:30-12:30 AR 1:00-4:30 SUMMARY OF JOB * To provide an inviting customer service experience when receiving customers in person or on the phone. * To process and manage payments received and to provide related accounting support. * To perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions. MAIN ACCOUNTABILITIES Accounts Receivable * To maintain up-to-date billing system. * To ensure Project Managers and Estimators are invoicing daily as per policies and procedures. * To generate and send out invoices. * To follow up on, collect, and allocate payments. * To meet with Estimators once a week to discuss production of jobs (with Controller) * Reallocate any labour expenses for misapplied job costs and ensure payroll accuracy. * To oversee uploading of invoices to XactAnalysis, DASH and any other software systems deemed necessary. * To assist Controller with all government agency payments for HST, WSIB, EHT, source deductions, ROE, and T4s. * To provide support to Controller and/or Owner for drafting of confidential or sensitive material as required. * To support the Project Managers and Estimators with job costing, billing, and the status of projects. * To carry out billing, collection and reporting activities according to specific deadlines. * To monitor customer account details for non-payments, delayed payments and other irregularities. (Pulling in estimators for assistance as required) * Ensure stakeholder and Controller are aware of lien rights at 30 days * To research and resolve payment discrepancies. * To review AR aging to ensure compliance. * To oversee internal invoices follow up when time frame is becoming too long. * To maintain accounts receivable customer files and records. * To process credit card payments. * To investigate and resolve customer queries. * To process adjustments. * To oversee and accounting tasks of Holdco as needed from the owner. * To communicate with customers via phone, email, mail or personally for payments. * To assist the Controller with other duties as required Accounts Payable * To issue Purchase Orders * To input Purchase Orders into QuickBooks * Receive AP invoices (Rejecting if they are over PO dollar amount or no PO# on the invoice) * To code AP invoices from the Purchase Order Log * To input data such as invoices, statements, and temporary labour time cards. * To file AP invoices and to oversee the filing system. * To work with subcontractor files and maintain them. (2-3 a day) * Oversee paperwork with new trades and vendors (NDA + Subcontractor Agreement) * To distribute invoices for approval. * To resolve vendor issues with respect to payment or invoices. * Run bi-weekly AP run and make notes (passing to Controller after) * Pull invoices for AP run. * To file invoices after AP run (matched cheques to invoices and files) * Call specific vendors to let them know their cheques are ready for pick up * To complete back charge paperwork * To handle all B+G Dumping, Cube Van, Storage invoicing after received from Crew Supervisor. * To process and issue Cheque Requisitions. REPORTING RELATIONSHIPS (as per the Org Chart) * AR/AP will report to the Controller * AR/AP will report to Owner/President when required * Office Administration Support will report to AR/AP when required KNOWLEDGE AND SKILLS FOR THIS JOB * Post-secondary education a must. * Experience working in an administrative role. * At least 3 years experience in the financial field prefered. * Proficient in data entry. * Knowledge of relevant accounting software prefered. * Excellent communication skills both verbal and written. * High comfort level working in a diverse environment. * Experience with Quick Books prefered. REPORTING OBLIGATIONS * Send AR/AP report daily by end of day to Owner/President and Office Coordinator * Send Production report for each Estimator once a week to Owner/President and Office Coordinator * Report as needed: harassing phone calls, vendors requesting sub-trade paperwork, invoices missing POs Job Type: Full-time Pay: $21.00-$25.00 per hour Expected hours: No more than 44 per week Work Location: In person Expected start date: 2025-07-14