Job Description

TalentSphere Staffing Solutions is partnered with one of the most trusted names within the HVAC space in North America. Our client is a manufacturer & distributor and carries one of the most comprehensive product lines in the industry. They have an awesome culture that puts an emphasis on teamwork and collaboration.
They are in search of a new Accounting Administrator for their Victoria branch.
This is a full time, permanent position, at the $60,000-$65,000 salary mark. This position comes with full benefits and a pension matching program.
Key Responsibilities:
Accounts Payable and Receivable:

• Process and manage all accounts payable and receivable transactions.
• Prepare and issue invoices to customers and follow up on outstanding payments.
• Handle, code, allocate and record vendor invoices (product & freight charges) into the sales and accounting platforms, ensuring they are submitted for timely payment
• Track and work with vendors, customers and sales team to resolve any issues or discrepancies as they might arise.
• Keep track and record the various costs associated with customer invoices. This can include product cost, freight, brokerage, credits and other costs.
• Keep track and report at month end Accruals for unbilled sales and unpaid invoices as well as in-transit inventory.
• Complete month end tasks required to close out the period based on the provided timelines.
• Receive, record and apply customer payments within the accounting system (Great Plains).
• Process cheque deposits (weekly or bi-weekly based on volume) and submit paperwork to head office on a recurring basis.
• Provide customer quotes by liaising with the Estimating and Customer Support team members.
• Order inventory as directed by Warehouse Manager and record it in the accounting system (Great Plains).

Administrative Duties: * Answer incoming calls via Microsoft Teams, respond to inquiries, and direct customers to appropriate staff members, by acquiring an understanding of the organization and the various departments in the branch.

• Greet visitors and customers, providing a welcoming and professional experience.
• Prepare and process customer and vendor paperwork, ensuring all documentation is complete and accurate. This can include invoices, order acknowledgements, tracking information and packing slip information.
• Organize and manage physical and digital filing systems for efficient record- keeping.
• Oversee the credit check process for new customers, and prepare the credit approval package for Branch Manager approval.
• Process incoming and outgoing inventory branch transfers throughout the month and reconcile them at month end.

• Manage and maintain office supplies and equipment, ensuring they are in working order.
• When necessary, assist in the extraction and preparation of data for various reports.

Experience Required

• Ability to manage multiple tasks in an environment of rapid change and shifting priorities.
• Advanced knowledge of MS Office (Word, Excel, PowerPoint, and Outlook). Professional; must be tech savvy.
• Business Administration Course or Certificate Program is an asset.
• Strong multitasking skills and proven ability to meet tight deadlines.
• Excellent spoken and written communication skills.
• Strong analytical skills and the ability to work well under pressure.
• Exceptional accuracy and attention to details.
• Must be willing and able to work within a flexible time schedule.
• Possesses strong customer service skills, both verbal and written.
• Likes the challenge of problem solving.
• Has strong work ethic and integrity.
• Likes to work in a stable and harmonious environment.
• Is extremely organized, has experience with calendar management and can prioritize tasks/projects independently.
• Has the ability to conduct oneself diplomatically and professionally.
• Must be extremely driven and motivated.

If this opportunity is appealing to you, and you bring the relevant experience then please apply directly to this job posting or submit your resume (in word-doc form) to tlaird@talentsphere.ca Note that only candidates legally entitled to work in Canada will be eligible for the position.

Skills Required