Office Manager/bookkeeper job from Mirage Landscaping in Calgary, AB, Canada

Mirage Landscaping Inc. is looking for a motivated, energetic and organized Office Manager. The Office Manager will report to the President, General Manager, Operations Manager as well as work alongside the Accountant while handling office administration duties. This position is a full-time, year round position.

Mirage Landscaping is leader in Landscape Installation, Landscape Maintenance and Snow Removal. We service Commercial, Shopping Malls, Schools, Home Owner Associations, Community Associations as well as Industrial and Residential clients. Our mission is to create relationships and value to all of our customers with consistent communication and feedback.

At Mirage Landscaping we expect all employees to conduct themselves in a professional, ethical, and positive manner at all times. These expectations have been a major factor in our continued growth and successes in the Landscape Industry. We believe in promoting career advancements, skill development, education and a safe work environment.

Responsibilities and Duties

Accounting-Bookkeeping:

• Recording revenues and expenses using all journals/modules in QuickBooks Online.
• Processing customer invoices in QuickBooks Online.
• Full cycle Bookkeeping (E.g., billing/invoicing, collections, payment processing/posting, etc.)
• Post journal entries and reconcile accounts, prepare trial balance of books, and maintain general ledgers.
• Complete and submit tax remittance forms, WCB forms, pension contribution forms and other government documents.
• Payroll and EFT preparation, and source deduction remittance.
• Conduct monthly reconciliation of bank accounts and credit cards.
• Cash flow management.
• Preparation of monthly financial statements.
• GST preparation and reconciliation.
• Management of project margins.
• File source documents in well-organized filing system.
• Year-end file preparation for the external accountant.
• Works directly with accountant to manage payroll and bookkeeping
• Submit monthly cash flow reports to accountant, ie. Accounts receivable, accounts payable, expense reports, etc.
• Submit bank deposits via digital apps and ATM machines
• Monitor and collect delinquent receivables
• Correspond with new suppliers and contractors to set up payment processing
• Oversee employee administration and related correspondence
• Completion of new hire paperwork: submit to accountant
• Oversee and administer employee TSheets
• Oversee and administer employee benefits program
• Deliver employee benefits information & TSheets to payroll coordinator bi-weekly
• Submit annual WCB returns
• Maintain the organization of both digital and physical filing systems
• Other duties as assigned.

Office Support:

• Oversee general office operations and administrative tasks
• Manage office phone lines in a professional, pleasant manner and address or direct as required.
• Maintain the organization of both digital and physical filing systems
• Liaise with Owner, General Manager and Operations Manager regarding office and administrative operations
• Assist with onboarding clients and job costing
• Help to resolve client issues as assigned in a professional and timely fashion.
• Help to maintain a log of pending issues and follow up upon completion to ensure client satisfaction.
• Renew business licenses for Calgary & Alberta
• Purchase business licenses for out-of-town projects
• Provide information and assistance to staff members and sub-contractors to assist in the performance of their responsibilities.
• Communicate with customers and follow up on all requests and enquiries.
• Maintain records for company vehicles, fuel cards, etc.
• Receive and dispatch couriers
• Order office and cleaning supplies as required
• Order staff clothing as required
• Help to ensure office equipment is operating and maintained properly.
• Other duties as assigned.

Knowledge and Skills:

• Extensive, demonstrated knowledge of QuickBooks; QuickBooks Specialist Certification preferred
• Excellent working knowledge of various computer programs including QuickBooks Online, Excel, Word, Google Docs, email and office tools (e.g., PC, photocopier, scanner, smart phones, etc.).
• Ability to work independently with minimal supervision and as part of a small team.
• Must have strong computer and typing skills, and be comfortable learning new software.
• Previous bookkeeping experience is an asset.
• Proficient database management practices

Essential Requirements:

• Diploma or Bachelor’s degree (focused on or in Accounting would be an asset), but not required if experienced
• Minimum of 5 years bookkeeping with experience in A/R, A/P, and general ledger including journal entries
• Solid understanding of full-cycle accounting principles and processes.
• Must have exceptional attention to detail and accuracy.
• Ability to effectively manage multiple tasks and priorities.
• Excellent telephone and email etiquette.
• Self-motivated and results-oriented with a positive attitude.
• Excellent communication and customer service skills

Benefits

• Competitive Salary based on experience and qualifications
• Medical, Dental and Health spending account
• Bonus
• Two Weeks paid vacation (one week summer & one week winter)
• Weekends and stat holidays off
• Advancement opportunities
• Fun Work Environment

Job Type: Full-time

Salary: $50,000.00 per year

Benefits:

• Extended health care

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Calgary, AB: reliably commute or plan to relocate before starting work (preferred)

Experience:

• Office Manager/Bookkeeping: 5 years (preferred)