Job Description

Position Summary:

We are looking for a part time financial adminstrator. We are flexible to accommidate a stay at home parent as our hours are flexible. They would need to be in the office initially during the training period, but eventually would be able to work from home most days.

The Financial Administrator plays a crucial role in managing the company's finances and administrative functions. This role requires a high level of integrity, attention to detail, and the ability to manage multiple financial operations while adhering to strict deadlines. Strong communication skills are essential, as this person will regularly interact with both internal teams and external stakeholders, including vendors and customers.

Required Skills:

-Experience in the USA for all of the responsibilities below

Minimum 3-5 years of experience in accounting, bookkeeping, or financial administration roles

Proficiency in QuickBooks Online (3+ years of experience required)

Strong knowledge of Microsoft Office, particularly in excel

Experience with payroll processing applications such as ADP or equivalent payroll software

Familiarity with accounts receivable (AR) and accounts payable (AP) processes in a high-volume environment is preferred

Basic knowledge of USA tax regulations and government compliance, including remittances

Excellent organizational and time-management skills

Strong communication and problem-solving skills

Specific Responsibilities:

1. Payroll Administration

i. Onboard new employees

ii. Maintain up-to-date employee records

iii. Ensure accurate and timely processing of both US & Canada Payrolls

1. Verify Hours worked for each employee

2. Add expenses or per diems

3. Process payroll using ADP and Quickbooks Online

4. Identify and resolve any discrepancies

iv. Prepare and distribute payroll reports for taxes, government remittances, and management review

v. Ensure compliance with local, provincial, and federal payroll regulations and internal policies

2. Accounts Payable

i. Set up new vendor accounts and maintain existing vendor relationships

ii. Accurately track, review, and process all supplier invoices

iii. Verify and resolve discrepancies between invoices, purchase orders, and delivery receipts

iv. Ensure timely payment of all vendor invoices

v. Negotiate favorable payment terms with suppliers and explore opportunities for early payment discounts

vi. Work with management to control costs and source competitive suppliers

3. Accounts Receivable

i. Setup company in customer payment systems including enrollment in direct deposit wherever possible. Provide any necessary forms or proof or insurance

ii. Generate and issue accurate and timely invoices for goods and services

iii. Work with operations and sales to ensure discrepancies are quickly resolved.

iv. Proactively follow up on outstanding accounts receivable to minimize aging and improve cash flow

4. Bookkeeping

i. Enter and maintain the company's financial data into company systems

ii. Reconcile multiple bank accounts and credit card accounts on a monthly basis

iii. Track income and expenses, ensuring accuracy in categorization

iv. File government taxes, remittances, workmans compensation... File government remittances and taxes, including but not limited to, HST, payroll taxes, and WSIB

v. Ensure compliance with government regulations

vi. Prepare monthly financial statements and other reports for management

vii. Work with external accountants in the preparation of year end financials tax returns

viii. Manage and monitor online banking activity and account balances

5. Administrative Support:

i. Organize and maintain financial and administrative company files and electronic records

ii. Assist with ad-hoc administrative tasks and projects as required

iii. Position requires adaptability and eagerness to learn new tasks and take on more responsibility

Job Types: Full-time, Part-time, Permanent

Pay: $35.00-$45.00 per hour

Benefits:

Dental care Extended health care Life insurance Paid time off Vision care
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Work Location: Hybrid remote in Burlington, ON L7P 1A6