Bookkeeper & Office Administrative Assistant

at  Landmark Environmental Group Ltd

EMPLOYER DESCRIPTION:

We are a premier Landscape Architecture, Urban Forestry & Consulting Arboriculture firm located in southern Ontario. Celebrating over sixteen years of excellent service to our clients in the surrounding GTA area including Toronto, York, Peel, Simcoe & Muskoka regions. Our firm is proficient in Landscape Architecture specializing in design for residential, institutional & industrial/ commercial subdivision/site plan developments for municipal approvals with
emphasis on planting design/details & green infrastructure using excellent urban design and CPTED principles. Our Consulting Arboriculture and Urban Forestry divisions are experienced and well-qualified in completing tree inventory/preservation reports, tree valuation & compensation plans, tree health & risk assessments. Visit our website at www.LEGroupLtd.com.

POSITION OVERVIEW:

Under the direct supervision of the Principal of Landmark Environmental Group Ltd., and/or by delegation to a designate, the Accounting Clerk/Bookkeeper/Administrative Assistant position, provides accurate, timely bookkeeping and administrative support. In this position, you will be responsible for accounting and financial duties including but not limited to: accounts payable, accounts receivable, reconciliations, job costing, capital asset management & analysis, payroll and special projects. This role will have direct contact with employees of the Landmark Environmental Group Ltd. and is essential for maintaining positive and productive relationships between employees, management, company’s principal. The ideal applicant must maintain a high level of professional discretion in the workplace and is required to adhere to the company’s strict confidentiality policies. This posting is not an inclusive listing of activities, duties or responsibilities that may be required of the employee.

SKILLS/EXPERIENCE REQUIREMENTS:

Suitable candidates will be required to possess the experience and skill sets described below.

• This is not an entry-level position; priority is given to candidates with advanced understanding and experience;
• Minimum 2 years and proficient with bookkeeping software - QuickBooks preferred;
• Minimum three (3) years of financial and/or accounting experience; Knowledge of generally accepted auditing practices and principles
• Knowledge of applicable provincial and Canadian employee and tax laws, codes, and regulations, including federal and provincial statutes;
• Knowledge of time tracking software (Harvest), and project management software (Asana) is considered an asset;
• Maintain effective and efficient electronic document & filing system.

ADDITIONAL REQUIREMENTS:

• Ability to work closely with owner/principal to advance company goals and ensure excellent communication and client care;
• Ensure strict confidentiality and privacy as they relate to the organization, clients, staff and finances;
• Experience within the Landscape Architecture and Arboriculture industry is considered an asset;
• Must have excellent oral and written communication skills; professional yet personal presence over phone, in emails, and in-person.
• Must have a valid Ontario ‘G’ driver’s license with a clean driving record and access to a reliable vehicle;
• Reliable commute or plan to relocate before starting work (required).

EDUCATIONAL, ACCREDITATION & TRAINING QUALIFICATIONS:

Degree, Diploma or Certificate in accounting, bookkeeping, business administration, finance, or related discipline.

Suitable candidates will be responsible for the following duties outlined below.

• Responsible for A/P, A/R, cash management; QuickBooks administration/data entry; maintain monthly accounts receivable reconciliations and follow up of outstanding customer accounts; make payment deposits as required;
• Prepare weekly/monthly/quarterly statements & reconciliation and analysis including reconciling cash accounts, all cheques, bank and credit card payments, deposits, and bank entries; communicate with bookkeeping, accounting & tax professionals as necessary to complete job duties;
• Prepare and maintain job costing and/or project billing invoices, reconcile payments, preauthorized payments, online payment processing and/or process refunds; oversee office expenditures including, office, vehicles and staff expenses;
• Actively investigate/resolve irregularities in incoming/outgoing financial transactions;
• Provide clerical support with proposals, contracts, amendments, waivers and other related documents, as required;
• Monitor clients’ invoice complaints to establish credibility of the bill and/or correct billing error or initiate other action;
• Perform prescribed processes regarding delinquent accounts, contact clients as needed to ensure payment of outstanding invoices, be familiar and proficient with email/telephone collections and working with Collection agencies;
• Prepare assembly of the year end and monthly financial statements;
• Anticipate/prepare remittances including HST, source deductions, Corporate Tax Installments, EHT, & garnishee payments;
• Participate and complete special projects, including analysis to provide statistical or accounting information as required; generate and deliver reports to various internal departments as required;
• General office administration and some executive assistant duties; maintain office equipment and supplies inventories;
• Attend staff meetings to report assigned tasks and work progress updates, understand priorities & review schedule;
• This position may require occasional evenings and weekends, and available for off hours urgent inquiries;
• This posting is not an inclusive listing of activities, duties or responsibilities that may be required of the employee.