JOB SUMMARY

This role provides day to day support for our Canadian office operations, with a primary focus on accounting related responsibilities. Reporting to the Managing Director, the position also supports HR, general administration, and internal communication across departments such as Sales, Service, Engineering, and Project Management. The ideal candidate will be detail oriented, proactive, and able to manage multiple priorities while maintaining a high standard of professionalism.

In addition to regular office and administrative duties, this individual will help with policy updates, file management, and company housekeeping, and may occasionally assist with trade shows or support the sales team with coordination tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounting Support

• Assist with daily and monthly accounting tasks including invoice processing, expense reports, and reconciliations
• Support the finance team in generating and reviewing purchase orders, vendor payments, and reporting
• Use ERP system (IFS or similar) to enter orders, shipments, and financial records
• Track and file financial documents accurately and maintain up to date records

Office Administration

• Coordinate office activities and maintain daily operations, including ordering supplies and maintaining common areas
• Professionally manage incoming calls and greet visitors at the front desk
• Distribute mail, manage printer supplies, and maintain a clean and organized office environment
• Assist with scheduling, travel arrangements, meeting logistics, and calendar management for the Managing Director

Human Resources & General Support

• Maintain and update employee records and HR handbook
• Assist with policy revisions, onboarding paperwork, and compliance documentation
• Support with file management, document formatting and companywide communications
• Coordinate insurance certificates and bonds for company projects

Sales & Event Support

• Assist the Sales Team with preparing quotations, drawings and submission documents
• Help coordinate materials and logistics for occasional trade shows and onsite events
• Provide hospitality support during client visits and internal meetings

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities

WORK ENVIRONMENT

While performing the duties of this job, the employee regularly works in an office setting.

Office: Administrative - computer and telephone usage. Microsoft Office. Operation of basic office equipment and machinery, such as, fax machines, copiers and printers.

Warehouse: Periodic exposure to warehouse/storage/inventory of equipment.

PHYSICAL DEMANDS

The characteristics described below are representative of those encountered while performing the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Must occasionally lift and/or move up to 25 lbs.
• Ability to sit for long periods of time
• Hours outside of regular office hours may be necessary as workload dictates. This may include weekdays or weekends.
• Job will generally be performed in an office environment but may require travel to and from a client's office, production facility, tradeshow, industrial/construction job site, or wastewater treatment plant. Conditions will vary at each location, but the conditions listed above will generally apply. Would need to be able to meet and follow all safety guidelines in the office as well as on job sites.

POSITION TYPE/EXPECTED HOURS OF WORK

This is a Full-Time Non-Exempt position. May be required occasionally to work outside of normal 8:00 am-5:00 pm weekday work hours.

TRAVEL

This position may involve occasional travel as required to fulfill the duties listed above. Some overnight stays may be required. An active driver's license will be required to rent vehicles or drive a company fleet vehicle as required. A current passport is required for any international travel.

EDUCATION, EXPERIENCE, AND SKILLS

• Bachelor's degree preferred
• Minimum 3 years of experience in an administrative, accounting or office management role
• Experience using ERP and CRM systems (IFS preferred)
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Able to manage confidential information with discretion
• Comfortable working both independently and in a team environment
• Flexible and willing to assist across departments as needed