Administration and Finance Assistant – #6002 – A
Job Developer:
Kristen Butryn
I-Cubed
All personnel at Southport and I-Cubed are required to work hard, enjoy their work and be good at what they do. The Administration and Finance Assistant is an important member of the Administration and Finance Team. Employee is responsible for invoicing, accounts receivable, a variety of accounting and administrative tasks and serves as the company’s primary receptionist.
Hours of work are Monday – Friday, 8:00am-4:30pm
Duties:
- Process parts and service work orders for Southport, I-Cubed and item Ontario
- Prepare, distribute, and file parts and service invoices for both Southport and item Ontario customers
- Monitor accounts receivable and conduct the necessary follow up with customers to ensure payment terms are maintained
- Maintain open invoice files and update upon receipt of payment
- Prepare bi-weekly invoices for inter company labour
- Answer external phone calls and direct inquiries to the appropriate department
- Greet visitors as required
- Assist with organizing meetings by ensuring meeting rooms are neat and orderly, ordering food and refreshments and post meeting cleanup
- Make travel arrangements for employees and visitors when requested (transportation, hotel, documentation)
- Purchase and maintain office supply inventory and purchase office supplies, shop supplies, and misc supplies/services
- Process miscellaneous vendor invoices (HWY 407, custom broker, and utility bills)
- Process incoming and outgoing mail
- Maintain petty cash
Back up staff with primary responsibility for:
a. matching bills with packing slips and entering bills in QuickBooks
b. processing credit card purchases and payments
c. maintaining open voucher file and filing of paid invoices
d. setting up new customers
- Perform other administrative duties as assigned
- Be co-operative, flexible and disciplined
- Maintain technical skills and adapt to change
- Report regularly to supervisor
Requirements:
- 2 years related work experience
- Intermediate level Excel and Word skills, basic knowledge of other Microsoft Office applications and basic knowledge of computerized accounting systems
- Conscientious with excellent attention to detail
- Ability to work in a collaborative team based environment
- Good interpersonal and communication skills
- Demonstrated commitment to customer service, quality and on-time delivery
- Confident, self-starter
Reporting Relationships and Benefits
- This position reports directly to the Controller
- There are no positions reporting to this position
- Medical and Dental benefits
