Bookkeeping and Administrative Assistant - Vancouver, Canada - 779329085RT0001

Description

Organization Description
Engage Architecture is a young, woman-led architectural practice located in Vancouver BC. We are growing our small and diverse team and looking for a keen, collaborative-minded individual to join us. Our bright, central downtown office has a casual, friendly atmosphere and we all currently work from the office. This open and collaborative work environment with opportunities to expand upon the current role depending on skills and interests.


Job Description:

The Bookkeeping and Administrative Assistant position is responsible for providing office support, clerical, and bookkeeping tasks to ensure Engage Architecture adheres to support the professional services offered by the firm and ensure best practices for business operations.

Confidentiality, efficient time management, excellent organizational skills, and attention to accuracy are essential qualifications for this position, as is the ability to communicate clearly.

Some interest or background in marketing, social media, graphic design and/or web design would also be an asset for the role.

The position is currently for permanent part-time employment, 20 to 24 hours a week, with some schedule flexibility for hours and days worked.

As we grow, there may be an opportunity for this role to grow to full-time.

Our expectations for the role include, but may not be limited to, the following:


Administration Responsibilities:

• Provide clerical and administrative support to the firm leadership as requested including regular weekly, monthly and annual tasks, to assist with the smooth operation of the office.
• Maintain inventory of regular office and kitchen supplies and provide research and assistance for special orders when requested.
• Assist with maintaining contacts database for the company.
• Take minutes at meetings and maintain meeting schedules.
• Maintain an accurate and organized file and library system.
• Tidy and maintain a neat appearance of general office areas.
• Perform general receptionist duties when on site, including answering the phone, directing calls and greeting visitors to the office.
• Provide assistance for website updates and maintenance, office social media posts.
• Check mail daily and book couriers as requested.
• Assist with planning and implementing office social events.
• Assist with onboarding of new staff including set up of workstations, phones and computers.

Bookkeeping Responsibilities:

• Maintain the general ledger in QuickBooks and reconcile monthly.
• Responsible for essential tasks relating to Accounts Payable and Accounts Receivable.
• Process payroll by calculating and recording employee wages and deductions.
• Assist with invoicing (we use BigTime software for time tracking and invoicing and can train)
• Provide information to the external accountant in a timely manner for the production of financial statements.
• Provide regular financial reporting to the firm's management team.
• Maintain an orderly accounting filing system.

Education and Qualifications:

• High school diploma and an office administration and/or bookkeeping diploma/certificate or equivalent.
• Bookkeeping experience, including experience with Quickbooks online and including invoicing, accounts payable/receivable, data entry, monthly reconciliation of accounts, payroll processing.
• Microsoft Office suite proficient
• Experience with marketing and social media implementations, simple formbased web site updates would be an asset.
• Detailoriented with good ability to selfcheck work and create systems to ensure accurate and complete delivery of tasks.
• Superior communication including highlevel spoken and written English proficiency.
• Self-Driven and able to take initiative.
• Strong time management
• Previous experience working in a professional service office environment would be an asset.

Job Type:
Part-time

Part-time hours: 20-24 per week


Salary:
$22.00-$28.00 per hour


Benefits:

• Casual dress
• Company events
• Extended health care
• Flexible schedule
• Life insurance
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Vancouver, BC V6B 1P2: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• QuickBooks: 1 year (required)
• Bookkeeping: 2 years (required)

Language:

• English (required)

Work Location:
In person