_{07th April, 2025}

The Office Manager / Bookkeeper is responsible for full-cycle bookkeeping, ensuring the accurate and timely recording of all financial transactions across four legal entities - one operating company and three holding companies. Duties include managing accounts payable, accounts receivable, bank and credit card reconciliations, and maintaining strong internal controls to safeguard company assets.
 
Additionally, you will take ownership of the bi-weekly payroll processing and benefits administration, ensuring compliance and efficiency in all HR-related financial processes. You will also oversee office administration tasks, including providing support for project management and contract administration.
 
Key Responsibilities
 
Accounts Payable / Receivable

• Bookkeeping and data entry of all relevant invoices for supplies/materials and subcontractor invoices. Matching relevant supplier invoices with issued purchase orders and ensure completeness.
• Ensure transactions are coded to proper jobs for accurate costing.
• Prepare and process EFT/cheque runs as directed.
• Enter and reconcile the credit card expenses.
• Reconcile and prepare GST returns to CRA.
• Post payments made by PAP (pre-authorized payments).
• Reconcile vendor statements as required.
• Remit CRA employee deductions, GST, and corporate tax instalments.
• Reconciling and filing annual T5018 returns to CRA.
• Process progress billing to customers and general contractors.
• Posting Accounts Receivable deposits.
• Oversight on the aging and collections of accounts receivable as required.
• Complete monthly bank account and credit card reconciliations.

 
Payroll

• Data entry of timesheets for employees for the purpose of completing the bi-weekly payroll, ensuring correct regular and overtime hours are coded.
• Bi-weekly payroll processing using Sage 100 to calculate and determine payment to employee.
• Responsible for administration, processing, and reconciling all benefit programs, which include group benefits with Open Circle, Health Spending accounts, and group RRSP programs.
• Reconciling and preparation of annual T4’s for review and submission.

 
Month End

• Completion of month end account reconciliations and prepare journal entries as required
• Create and reverse monthly accruals as required (accruing for payroll, expected subcontractor expenses, WCB, etc.)
• Liaise with management/consultants on understanding variances and outliers in financial reports.
• Closing the books at month-end and rolling into next period.

 
General

• Compilation of year-end working papers and reconciliation for key accounts for review and support for the year end Review Engagement with external accounting firm
• Commitment to understanding the intricacies of Sage 100 including but not limited to:
  • Detailed job/project reporting to give management proper oversight on job costs, timelines, and adherence to budgets
  • Integration of payroll time capture system “Sage Field Operations” (training provided). This includes the review of the system’s output into Sage vs. approved timesheet PDFs, as well as ensuring vacation and sick days are tracking properly
• Uphold and promote the culture of my client by prioritizing safety, delivering quality work, fostering growth, collaborating effectively, and valuing our people.
• Additional services, as required, to complete the roles and responsibilities of the position to ensure accuracy of the books/records.

Qualifications

• Certified in Bookkeeping or Accounting or equivalent in experience.
• Minimum 5 years experience of full cycle accounting, including payroll.
• Experience with project-based accounting.
• Previous experience managing office operations including contract renewals and supplies.
• Ability to implement and streamline processes.
• Comfortable working in an entrepreneurial environment.
• Strong organizational and time management skills, with a keen attention to detail and the ability to gather, analyze, and manage information to support your work.
• Excellent verbal and written communication skills with the ability to collaborate effectively with vendors, management, and other team members.
• Proficient in Microsoft Office and quick to learn new systems.

 
Work Environment
This is a hybrid, part-time position (24 hours per week), requiring 1-3 days per week in my client's office which is located just outside of downtown Calgary.  There is potential that this position will grow into a full time role in the future so applicants open to full time work is considered an asset.
 
We thank all applicants for their interest in the role but will only be contacting those candidates selected for an interview.

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