John Willmott Architect, Inc., an established architectural firm in Oakville Ontario, is currently seeking an individual on a full-time basis to join our dynamic team as an Office Administrator/Bookkeeper. Our firm provides bespoke architecture and interior design services to our clients supporting them through all stages of their projects.

We provide competitive compensation packages including Health and Dental insurance. This is intended as a full time, work in office position. We also believe in work life balance.

Reporting to the Principals, the Office Administrator/Bookkeeper will be responsible for coordinating the administrative and financial affairs of the organization, and support the management of the team.

Approximate start date: Monday, November 4, 2024

Duties:

Responsible for all bookkeeping tasks such as data entry, invoice processing, account reconciliation and bank deposits

Purchase orders, disbursements and procurement client furnishings

Maintain accurate and up-to-date financial records

Prepare financial reports and statements as needed, and liaise with outside accountant

Payroll processing (QuickBooks) and employee expense reimbursements

Manage accounts payable and accounts receivable processes, manage collections through 3rd party vendor

Maintain project management/timesheet software (FactorApp) for time tracking, project budgeting and forecasting, invoicing and integration with accounting software

Prepare annual application and financials for indemnity reporting

Issue payments via various means (e-transfer, EFT, Telpay, Wire transfer)

Process HST, Payroll, and WSIB returns and remittances and ensure timely payment of all taxes

Preparation of T4’s and ROE’s

Be instrumental in establishing procedures and systems for the transition of the accounting software from QB desktop to QB Online

Ensuring accounting file backups are regularly maintained

Assist with the preparation of proposals and onboarding clients

Assist with onboarding new employees

Prepare quotations, orders and procurement of interior items purchased on behalf of clients

Office administration duties such as manage office supplies, co-ordinate outside services, maintain accurate client, vendor and employee contact information, assist in creating and maintaining an office manual of procedures

Qualifications/Requirements:

The candidate should be proficient in English, written and oral with documented eligibility to work in Canada. They should have a minimum 5 years of proficient use of QuickBooks online and Microsoft Office applications on either a Mac or PC based platform. An educational background in Accounting/Bookkeeping would be preferred.

Knowledge of Factor Management Software for AE firms is a PLUS, but a willingness to learn and become proficient with the software to support the firm’s success is a requirement.

Strong understanding of accounting principles and financial reporting, data entry skills with a high level of accuracy and attention to detail

Excellent organizational and time management skills

Ability to work independently and manage multiple priorities

Excellent customer service skills with the ability to communicate effectively with clients and vendors

Working in a small office setting is required involving wearing many hats and duties; experience working in a professional architecture or design office is an asset

Note: This job description is intended to provide a general overview of the position. Duties, responsibilities, and requirements may be adjusted based on the needs of the company.

Only selected candidates will be contacted. Thank you for your interest in John Willmott Architect, Inc. an equal opportunity employer.

Job Type: Full-time

Pay: $33.00-$38.00 per hour

Schedule:

Monday to Friday

Experience:

Canadian: 5 years (required)

Work Location: In person

Application deadline: 2024-09-30

John Willmott Architect, Inc.

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Office Administrator/Bookkeeper