Telecor Inc has an opening for a highly organized and detail-oriented Administrative Assistant to cover maternity leave for a 12-month period with strong possibility of permanent position. This position is crucial for maintaining smooth office operations and ensuring tasks are completed accurately and on time. The ideal candidate will support various administrative functions, including managing emails, handling accounts payable and receivable, processing orders, payroll and providing general administrative assistance.

Key Responsibilities

1. Email Management

• Review client bonds/waivers and confirm payment status. Follow up with clients if payment is pending.
• Respond to client inquiries regarding their accounts in a timely manner.
• Process and file invoices received for further action.

2. Accounts Payable

• Sort and code incoming invoices, ensuring they are properly categorized for processing.
• Ensure that invoices are reviewed, signed, and approved before entering them into the system.
• Assist with the payment process by preparing invoices for approval and ensuring timely processing of checks and wire transfers.
• Help track and maintain records of payment approvals and schedules.

3. Accounts Receivable

• Apply payments received to client accounts using daily statements.
• Follow up on overdue accounts every two weeks by sending reminder emails to clients.
• Record deposit checks and payments in the system and update the appropriate accounts.
• Ensure that accounts are regularly reviewed for overdue amounts, and consult with management for action on accounts past due.
• Code and enter invoices accurately into the system, ensuring they match the corresponding client and order details.
• Perform invoice reconciliation by comparing entries against supporting documents to ensure accuracy.

5. Payroll

• Organize and maintain payroll files in Excel and/or accounting software to facilitate processing.
• Process payroll for approximately 75 employees on a bi-weekly basis, ensuring accuracy and compliance with applicable regulations.
• Ensure timely and accurate submission of government remittances, including:
• Receiver General (source deductions, CPP, EI, tax)
• Employer Health Tax (EHT)
• Workplace Safety and Insurance Board (WSIB)
• Onboarding Staff

6. General Administrative Duties

• Organize and maintain both physical and digital filing systems, ensuring that all documents are easily accessible and properly categorized.
• Handle general office tasks such as scheduling meetings, answering calls, and preparing documents or reports.
• Sort and categorize incoming documents, preparing them for further processing.

7. Order Processing

• Process new orders by ensuring that all required information is entered into the system.
• Track and update records of released and pending orders to ensure timely processing.

8. Communication Support

• Coordinate internal communications, ensuring that all team members are informed about key updates or pending tasks.
• Assist with organizing and scheduling meetings and ensuring smooth communication within the office.

9. Additional Office Tasks

• Assist with any ad-hoc administrative tasks, such as filing, data entry, and document preparation, to help maintain efficient office operations.

Required Skills & Qualifications

• Previous experience in an administrative assistant role or office support position.
• Strong attention to detail, accuracy, and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Proficiency in accounting software
• Excellent written and verbal communication skills.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Dependable and capable of maintaining strict confidentiality of information with discretion.
• Highly motivated with positive attitude.
• Willingness to learn other roles and work seamlessly with other departments.
• Willing to sign confidentiality agreement.

Job Type: Full-time

Pay: $48,000.00-$58,000.00 per year

Additional pay:

• Overtime pay

Benefits:

• Dental care
• On-site parking
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Mississauga, ON L5T 2A1: reliably commute or plan to relocate before starting work (required)

Work Location: In person