Office Administrator

  • ADJ Industries Inc
  • 2068 Piper Ln, London, ON, Canada
  • Aug 15, 2020

Job Description

Position Overview:
The Office Administrator is a dynamic office contributor who assists with the day to day operations of the business. This position reports directly to the Controller.
Responsibilities and Accountabilities:
  • Organize and control packing slips, invoices, and various other documents pertaining to the accounts payable function
  • Ensure that prices on invoices equal prices on purchase orders and no variances have occurred. Follow up with Purchasing Manager should any variances be identified
  • Posting approved invoices to subledger using accounting system (QuickBooks)
  • Run weekly reports for bill payment, process cheques, and submit to Senior Management for Approval and Signature
  • Prepare approved cheques for mailing, or arrange pick-up for select vendors
  • Verification and processing of credit card payments – Monthly (receive management credit card expense forms and reconcile them with statements. Follow-up required if any expense forms are missing or information is incomplete
  • Executes special and ongoing Finance projects and activities as assigned through the Controller
  • Participates in perpetual inventory counts, as requested
  • May assist with Job Card entry into Company Intranet system
  • Backup to Controller for vacation and absences
  • Answers telephones (5 lines) and maintains general mailbox – all lines / messages forwarded to appropriate personnel via, page or email
  • Answers door when general visitors arrive or when informed of a scheduled visit by management – appropriate personnel is notified of visitor via page/phone/email
  • Process incoming mail and send to appropriate personnel
  • Administration lead on printers/photocopiers and maintenance of office equipment
  • Arranges catering orders for staff meetings, lunches, etc.
  • Assist with HR and Brand Marketing - Social media (LinkedIn, Facebook) and internal branding
  • Assist HR with IT help for employee inquiries on networking, and work process efficiencies
  • Ensures office area is clean and organized, and stocked with appropriate supplies (water, coffee etc.)
  • Must meet the requirements of the Canadian Controlled Goods Security Assessment Application as per Section 15 of the Controlled Goods Regulations, SOR/2001-32
  • Diploma in financial accounting or sufficient experience in the field
  • Experience with Microsoft Office, Accounting Software (QuickBooks Preferred)
  • Self-motivated, the ability to work independently, and within a team environment with strong follow up, organization and prioritization skills and excellent attention to detail