Job Description

Position Overview

The Office Administrator & Accounting Manager will manage the day-to-day administrative, accounting, and clerical tasks that keep the greenhouse operations and farm running efficiently. This role bridges farm operations and business management -- ensuring accurate records, smooth communication, and compliance with financial and agricultural standards.

Key Responsibilities

1. Accounting & Finance Management

Record daily financial transactions on AgAnalyst accounting software program (sales, purchases, expenses, payroll) and manage associated reporting. Prepare and issue invoices, receipts, statements and supplier payments accurately and on time. Process accounts payable and receivables; reconcile vendor statements and customer accounts. Maintain Insurance Policies, ensure accuracy of coverages, premiums, and vehicle documentation Prepare and reconcile bank statements, petty cash, and credit accounts. Maintain monthly cashflow, budget (income and expense) tracking, forecasting, and variance reporting. Generate monthly financial summaries and coordinate year-end closing. Support audits and ensure compliance with accounting policies and agricultural financial regulations. Process bi-weekly payroll, ensuring accuracy of hours worked and deductions for regular and seasonal workers Support monthly, quarterly, and annual financial reporting. Prepare documentation for external accountants, auditors, or tax filings. Assist with cost of production records

2. Office Administration

Manage general office operations, supplies, and communication systems. Maintain organized filing systems (digital and physical) for receivables and payables, contracts, production records, compliance documents, etc. Support management with administrative tasks such as compliance paperwork, certifications, and audits. Manage office correspondence, emails, and phone inquiries from suppliers, customers, and logistics partners. Update and maintain Standard Operating Procedure manual for greenhouse operations Serve as the first point of contact for incoming phone calls, emails, and messages, directing appropriately, ensuring a professional and positive experience Assist with company events, including planning, coordinating, reporting, etc. Coordinate travel arrangements, including flights for foreign workers, hotels, and car rentals, as needed.

3. Human Resource Management

Handle HR-related documentation for Temporary Foreign Workers, including Contract Management, adherence to requirements, Income Tax processing, banking, and Health Care. Handle HR-related clerical duties such as attendance records, payroll, staff hire and leave paperwork, including T4's and Records of Employment. Handle HR record-keeping, ensuring compliance with legal and company standards, and managing both electronic and hard-copy files.

4. Inventory & Production Records

Support yearend inventory reporting Support up-to-date records of greenhouse and farm crops (seeds, fertilizers, packaging materials, etc.). Support tracking greenhouse harvest data, sales, and delivery logs. Track crop Production Yields, Contracts (fulfillment and settlements), to support cashflow reporting

5. Compliance and Recordkeeping

Maintain accurate records for agricultural and environmental compliance Support grant or subsidy applications by providing financial and operational data. Ensure all documentation meets standards for agricultural inspections and audits.

NOTE:

The above duties are an overview of responsibilities, however may not be all inclusive of all requirements of the position.

Qualifications & Requirements

Experience:

Required

Minimum 3 years' experience in administrative and accounting roles (preferably in agriculture). Experience with Human Resource Management

Asset

Knowledge of greenhouse operations and crop farming and their related supplies Knowledge of Foreign Worker Program

Skills and Qualifications

Proficiency with accounting software and Microsoft Office (Excel, Word). Basic understanding of agricultural terminology and greenhouse operations. Good communication, interpersonal and organizational skills. Ability to handle multiple priorities during peak growing seasons. Strong MS Office skills (Excel, Word, Outlook). Strong attention to detail and numerical accuracy.

Requirements:

Previous experience in Office and Financial Administration Friendly professional demeanor with the ability to communicate with Customers, Suppliers and employees at all levels. Multi-tasking, organization, and attention to detail are essential. Working experience with Email and Microsoft 365. A high degree of confidentiality and integrity. Able to navigate the internet to locate and verify requested supplies. Must be comfortable working independently, meeting deadlines and working at a fast pace.

Personal Attributes

Reliable, proactive, and trustworthy. Ability to work independently with sound decision making. Strong problem-solving and time-management

Working Conditions

Office-based within the greenhouse and/or farm premises. Regular interaction with management, field, production staff, suppliers and customers. May assist with greenhouse audits, inventory management and harvest reporting.
Job Type: Full-time

Pay: $32.00-$45.00 per hour

Expected hours: 40 per week

Work Location: In person