Bookkeeper/Administrative Assistant

About Us

Gridwise Engineering is a growing engineering consultancy specializing in substation and power system design for utilities, renewable energy, and industrial clients across Canada and North America. We value quality, integrity, and efficiency in our work and foster a collaborative team environment.

Overview

We are seeking a highly organized and detail-oriented Part-Time Administrative Assistant / Bookkeeper to support our team in managing day-to-day administrative, financial, and office operations. This role will involve bookkeeping, timesheet and payroll support, document control, invoicing, and general office coordination to ensure smooth business operations.

Bookkeeping & Financial Administration

- Manage accounts payable and receivable, including entering transactions, preparing invoices, and processing payments.

- Reconcile bank statements, credit card statements, and expense reports.

- Prepare and maintain accurate financial records in accounting software (e.g., QuickBooks or similar).

- Assist with month-end and year-end closing activities and provide reports to management.

- Track budgets, expenses, and reimbursements.

- Support tax filings and coordinate with external accountants when needed.

Payroll & Employee Administration

- Manage employee timesheets, vacation requests, and leave records.

- Prepare data for payroll processing and ensure accurate employee compensation.

- Maintain up-to-date employee files and support onboarding/offboarding processes.

Document Control & Records Management

- Maintain organized digital and physical filing systems for company records, contracts, and project documents.

- Ensure proper version control and storage of key project and financial documents.

- Support compliance with internal policies and external regulatory requirements.

Invoicing & Client Follow-Up

- Generate and send client invoices in a timely manner.

- Track outstanding receivables and follow up with clients on overdue accounts.

- Maintain positive client relationships while ensuring prompt collections.

Office & Administrative Support

- Coordinate office supplies, equipment, and catering for meetings or events.

- Order office consumables.

- Provide general administrative support to management and engineering teams.

- Schedule and coordinate meetings, prepare agendas, and record meeting notes as needed.

- Handle incoming mail, email correspondence, and phone inquiries.

- Creation of documentation and standards as required.

- Scan documents and organize online filing systems as required.

Qualifications:

- Proven experience in bookkeeping, accounting, or administrative roles.

- Proficiency with accounting software (QuickBooks, Xero, or similar) and Microsoft Office (Excel, Word, Outlook).

- Strong knowledge of accounting principles and practices, including bookkeeping and payroll management.

- Strong organizational skills and attention to detail.

- Ability to manage multiple priorities and meet deadlines in a small business environment.

- Excellent communication and interpersonal skills.

- Understanding of basic payroll processes and Canadian accounting principles is an asset.

If you are a motivated individual looking to contribute to a dynamic team while managing essential office functions, we encourage you to apply for this exciting opportunity as an Office Manager.

Job Type: Part-time

Pay: $20.00-$28.00 per hour

Expected hours: 20 – 30 per week

Benefits:

- Flexible schedule

Work Location: In person