FINANCIAL SERVICES INDUSTRY

Our client in Downtown Vancouver is looking for an Executive Assistant to join their team!

Responsibilities:

• Providing professional and confidential executive support
• Working with the CEO as a proactive partner to form an efficient and effective team
• Maintaining the CEO’s e-mail system, calendar and filing system
• Making appointments, coordinating travel and meeting arrangements
• Planning and coordinating the CEO’s schedule
• Receiving, distributing, redirecting, and responding to mail, email and telephone calls
• Coordinating travel and accommodations for executives
• Tracking and preparing travel expense reports
• Maintaining effective relationships across all departments
• Ordering office supplies and tracking inventory
• Attending to visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
• Performing other administrative duties such as filing, scanning, photocopying and faxing
• Liaising with building management
• Assisting with special projects
• Other related duties as required or assigned

Qualifications:

• A minimum of 5 years’ experience as a professional executive assistant or senior administrative assistant
• Well developed organizational and time management skills
• Completion of relevant post secondary studies
• Proficiency in Microsoft Word, Excel and PowerPoint
• Typing speed above 50 wpm
• Highly professional demeanor, confidence, maturity and communication skills
• Effective in multi-tasking in a high-pressure environment
• Ability to use sound judgment and respond in a proactive manner
• Demonstrated ability to maintain confidentiality and deal with highly sensitive materials and situations

ENGINEERING INDUSTRY

Responsibilities:

• Billing – coordinate with Project Managers and Controller to prepare billing invoices for the different branches
• Respond to billing inquiry e-mails
• Send out invoices to customers
• Prepare bank deposits
• Keep track and process accounts and incoming payments in compliance with financial policies and procedures
• Perform day-to-day financial transactions including verifying, classifying, computing, posting and recording accounts receivable data
• Verify discrepancies by resolving clients’ billing issues
• Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted
• Prepare various weekly and monthly billing & reports
• Collections – monitor accounts and take appropriate actions with customers to arrange for payment
• Issue monthly billing statements for customers
• Ensure that delinquent customers are contacted on a continual basis
• Enlist the effort of Project Managers when necessary to accelerate the collection process
• Open projects in Ajera and add tasks to projects

Qualifications:

• Experience in Construction, Architecture or Engineering industry is preferrable
• Project Accounting experience
• Full cycle accounting experience
• Proficient in Excel & Word
• Experience with Ajera is a strong asset
• Strong analytical skills
• Experience with reconciling accounts and resolving discrepancies
• Strong knowledge of accounting principles with the ability to identify and recommend new approaches and process improvements

DISTRIBUTION INDUSTRY

Reporting to the Controller – Canadian Operations, the Payroll Administrator ensures all aspects of payroll cycle for 300+ employees across Canada are processed in a timely and accurate manner and in accordance with company policy, government legislation and employment standards.

Responsibilities:

• Accurately prepare and process payroll on a bi-weekly basis and ensure all data files are complete for transmission to ADP on time
• Input and process payroll information, including new hires, status changes, terminations, timesheets, banking information etc. in an accurate and timely manner
• Calculate and process pay adjustments, salary changes and other payroll related payments
• Investigate and resolve timesheets or timeclock errors
• Assist Benefit Administrator with employee benefits related duties
• Maintain vacation and time off schedule
• Act as time and attendance module administrator
• Create and run reports related with payroll, time attendance and benefit reports
• Prepare monthly express store employees commission according to sales report
• Prepare Record of Employment (ROE’s) and respond to government related inquiries
• Prepare reconciliations for payroll accounts
• Prepare WCB, WSIB and EHT deductions and remittance
• Perform year-end payroll procedures including reconciliation and ensure accurate information in T4
• Prepare provincial and federal payroll tax reconciliations and annual filings
• Prepare and post payroll journal entries into the accounting system
• Prepare and post employee benefit journal entries, reconciliation and payments
• Prepare and post employees vacation accrual and prepare journal entries monthly
• Prepare annual employees vacation reconciliation
• Coordinate with ADP to resolve glitches of ADP Work Force Now Time Attendance Module
• Coordinate and implement ADP Time Off Module
• Prepare and complete government payroll surveys and reports
• Provide support to AP and AR department when needed
• Perform other accounting and administrative duties including special projects as assigned by Controller or HR Benefits Administrator

Qualifications:

• Strong skills using and understanding ADP WorkForceNow is required
• Successful completion of Canadian Payroll Association certification (PCP) preferred
• Minimum 3 years’ payroll experience in a multi-location environment
• Experience with hourly and salaried payroll
• Sufficient accounting knowledge to perform journal entries and payroll account reconciliations
• Ability to maintain a high degree of discretion, diplomacy and confidentiality
• Strong computer skills including MS Office – intermediate to advanced level of Excel is required
• Ability to work well in a fast paced environment
• Strong interpersonal skills and communication skills (verbal and written)

Please send your resume to hiring@smartchoicepro.com for immediate consideration!

CONSTRUCTION INDUSTRY

Responsibilities:

• Entry & posting of vendor invoices in Navision
• Process & prepare weekly payment runs
• Verify vendor accounts by reconciling monthly statements
• Management of Company-wide Cell Phone invoices and requested changes
• Monthly preparation of AP Pending invoices report
• Reconciliation of AP sub-ledger and G/L
• Management of Company Credit card expenses and out of pocket expenses
• Any other miscellaneous tasks given
• This individual will also provide direct assistance with field office training, office administration, and year-end financial audit preparation

Qualifications:

• Degree or diploma in Accounting or accounting related studies from a recognized post-secondary institution
• 3-5 years of experience in an accounting or accounts payable function
• Excellent written and verbal communication skills in English
• Exceptional interpersonal skills and willing to work in a “Team” environment
• Ability to shift priorities and reach varying deadlines. Strong “can-do” approach to work
• Strong skills in Excel and Systems ERP
• Good skills in Word, PowerPoint and the ability to learn new software as required
• Good organizational skills
• Good understanding of office etiquette

Please send your resume to hiring@smartchoicepro.com for immediate consideration!