About this role
We are looking for a reliable and detail-oriented Administrative Assistant to support our daily accounting and office operations.
This position combines accounting support, customer service and office administration. You will help process invoices and payments, follow up on outstanding accounts, maintain accurate records and keep the office organized and supplied.
The ideal candidate has hands-on experience with Sage 50 Accounting, communicates professionally and takes initiative to ensure tasks are completed accurately and on time.
Duties
Accounts Receivable
- Prepare and issue customer invoices using approved billing information.
- Monitor accounts receivable, send account statements and follow up professionally on overdue payments.
- Identify billing discrepancies and coordinate with the appropriate team member to resolve them.
- Maintain accurate financial records and organized supporting documentation.
- Prepare routine accounts receivable reports and assist with other accounting tasks as required.
Office Administration and Customer Service
- Answer incoming calls, take accurate messages and direct inquiries to the appropriate person.
- Communicate professionally with customers, suppliers and team members by phone, email and in person.
- Respond to routine administrative and billing inquiries, escalating issues when necessary.
- Monitor office supply levels and coordinate ordering and restocking within approved budgets.
- Keep office supplies and shared storage areas organized and ensure essential materials are readily available.
- Coordinate with vendors and service providers regarding office supplies, deliveries and routine office equipment maintenance.
- Maintain accurate customer information and organized electronic and physical records.
- Assist with data entry, document preparation, filing, scanning and mailing.
- Support the day-to-day organization of the office, proactively identifying administrative needs and following through on assigned tasks.
Required Qualifications
- Minimum one year of relevant experience in accounting support or an administrative role.
- Hands-on experience using Sage 50 Accounting for invoicing, customer payments and accounts receivable.
- Proficiency in Microsoft Excel, including data entry, sorting, filtering and basic formulas.
- Familiarity with Microsoft Outlook and Word.
- Strong attention to detail and accuracy when handling financial information.
- Strong English communication skills, both written and verbal.
- Confidence communicating with customers about invoices, outstanding balances and payment follow-ups.
- Excellent organizational and follow-up skills, with the ability to manage multiple priorities.
- Ability to work independently within established procedures and ask for clarification when needed.
- Reliability, accountability and a positive, team-oriented attitude.
- Professionalism and discretion when handling confidential company and customer information.
Preferred Qualifications
- Certificate or diploma in business administration.
- Experience in construction, equipment rental, trades or a related service business.
- Previous responsibility for office supply purchasing and general office coordination.
- Spanish language skills are an asset.
How to Apply
Please submit your resume to [email protected], along with a brief note describing your experience with Sage 50 Accounting and the accounting tasks you have personally performed. All applications and recruitment-related inquiries must be submitted by email only. Please do not call or visit the office regarding this position.
Shortlisted candidates may be asked to complete a brief practical exercise using sample data. Professional references will be requested during the final stage of the hiring process.
Thank you for your interest. Only candidates selected for an interview will be contacted.
Pay: $22.00-$24.00 per hour
Expected hours: 40.0 per week
Benefits
- Dental care *