Account Receivable & Administrative Assistant

Job Summary

The Accounts Receivable & Administrative Assistant will be responsible for the full cycle of accounts receivable, from creating estimates and invoices to collecting overdue payments. This individual will also serve as the company's receptionist, managing phone calls and administrative tasks to ensure the smooth operation of our office. The ideal candidate is highly organized, possesses excellent communication skills, and can work both independently and collaboratively.

Responsibilities

- Creating accurate estimates and invoices using QuickBooks Online.

- Recording and applying customer payments in a timely manner.

- Sending monthly statements and collection emails for overdue accounts.

- Reviewing daily inspection reports from both locations to track job completion and ensure all services are properly invoiced.

- Double-checking paperwork for accuracy and notifying the Operations Supervisor or Inspector Leads of any discrepancies.

- Tracking jobs sent to third-party services to ensure they are correctly invoiced to the customer.

- Converting reports to PDF and organizing them in online folders for invoicing purposes.

- Compiling invoices with supporting documents for review and approval by the accounting team.

- Serving as the primary receptionist, answering and redirecting phone calls, and receiving packages.

- Providing general administrative support to the manager and other team members as requested.

- Maintain a high level of discretion and confidentiality when handling sensitive financial information for all companies and management.

Qualification Requirements

- A diploma or degree in Administration, Accounting, or a related field is required.

- Proven experience with QuickBooks Online and managing accounts receivable.

- Exceptional attention to detail and a high degree of accuracy.

- Strong organizational and time-management skills.

- Excellent written and verbal communication skills.

- Ability to work effectively both independently and as part of a team.

- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

- The ability to manage multiple priorities and switch between different company accounts and tasks with ease.

- Strong analytical and problem-solving skills to investigate and resolve complex billing issues or discrepancies that may arise across different business units.

- The ability to use spreadsheets for data analysis, reporting, and reconciliation.

Job Type: Full-time

Pay: From $22.00 per hour

Expected hours: 40 per week

Benefits:

- Dental care

- Extended health care

- On-site parking

- RRSP match

- Vision care

- Wellness program

Work Location: In person