Job Description

About Us

Design Exteriors Inc. is a trusted leader in the construction industry, widely recognized for excellence in construction management, general contracting, and design-build services. We are currently seeking a detail-oriented Financial and Administrative Coordinator to join our team full-time at our Concord, Ontario location. At Design Exteriors, we pride ourselves on precision, innovation, safety, and unwavering commitment to customer satisfaction--values that have established our reputation for reliability and excellence.

Job Summary

The ideal candidate will focus primarily on bookkeeping tasks while also providing administrative support to ensure smooth office operations. Proficiency in QuickBooks is essential for this role, along with strong financial acumen, excellent organizational skills, and the ability to multitask in a dynamic environment.

Key Responsibilities:

Bookkeeping Responsibilities:

• Prepare and send accurate invoices to clients promptly.
• Monitor outstanding invoices and follow up on overdue payments diligently.
• Review and process a high volume of vendor invoices, ensuring accuracy, correct allocation to cost centers, and securing necessary approvals.
• Prepare and manage Purchase Orders.
• Liaise with suppliers to resolve any financial or billing discrepancies.
• Cultivate strong relationships with vendors and clients.
• Collect, track, and enter expense receipts.
• Maintain detailed and accurate financial records, including accounts receivable and payable.
• Log all financial transactions using QuickBooks with precision.
• Process payroll and subcontractor payments, performing necessary calculations.
• Organize and execute monthly and weekly check runs.
• Assign expenditures to the correct cost centers, ensuring comprehensive documentation.
• Provide detailed weekly and monthly expense reports for projects.
• Generate financial reports related to invoicing and sales.

Administrative Responsibilities:

• Manage both digital and physical filing systems effectively.
• Draft correspondence, create presentations, and prepare financial documentation as needed.
• Maintain and update databases and spreadsheets to track financial and administrative data.
• Support communication with vendors and customers.
• Organize and maintain an orderly office environment.
• Ensure office supplies are fully stocked.
• Maintain cleanliness and tidiness of the kitchen, reception, and meeting rooms.
• Provide additional administrative support to team members as required, such as assisting with events or scheduling.

Reception Responsibilities (Minimal):

• Greet visitors in a warm and professional manner.
• Monitor visitor access and maintain security protocols.
• Answer and route phone calls when needed.
• Coordinate courier services and manage mail distribution.

Qualifications:

• A high school diploma or equivalent is required; an associate's or bachelor's degree in accounting, business administration, or a related field is highly desirable.
• Demonstrated experience in bookkeeping with a strong command of QuickBooks and foundational accounting principles. QuickBooks Certification is a plus.
• Extensive experience managing high volumes of invoices, including accurate cost center allocation and securing proper approvals.
• Exceptional organizational skills and meticulous attention to detail, especially in financial processes.
• Outstanding verbal and written communication abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Proven ability to meet deadlines and excel under pressure.
• Prior experience in office administration.

Job Type: Full-time

Pay: $40,000.00-$55,000.00 per year

Additional pay:

• Bonus pay

Benefits:

• Casual dress
• Extended health care
• On-site parking
• Paid time off

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Vaughan, ON L4K 3C3: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you located in Vaughan/Concord?

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 2 years (required)
• QuickBooks: 3 years (preferred)
• Bookkeeping: 3 years (required)

Licence/Certification:

• Quickbooks Certification (preferred)

Work Location: In person