Part-Time, with Potential for Full-Time (Review at 6 Months)
We're looking for a meticulous, organized Office Administrator/Bookkeeper to keep our administrative and financial operations running smoothly. This is a hands-on role that blends bookkeeping, customer-facing coordination, and day-to-day office management. It starts part-time, with the opportunity to move into a permanent, full-time role after approximately six months, based on fit and business needs.
QuickBooks Online experience is MANDATORY. We are not able to provide training on QuickBooks Online or general bookkeeping fundamentals, so candidates must come in with hands-on, working knowledge of the platform.
What You'll Do
Communications & Office Coordination
• Monitor and manage incoming emails, ensuring timely responses and follow-up
• Organize and prioritize correspondence to keep communication and workflow on track
Inventory & Supplies
• Oversee shop inventory and office supplies, maintaining adequate stock levels
• Conduct regular inventory checks and keep records current
Customer Estimates & Orders
• Prepare accurate estimates for customers
• Process and place customer orders promptly and efficiently
Supplier Estimates & Purchase Orders
• Request supplier quotes and help secure competitive pricing
• Create and manage purchase orders, ensuring timely procurement of materials
Bookkeeping
• Maintain accurate, up-to-date financial records
• Perform regular account reconciliations
• Assist in preparing financial reports
Accounts Receivable & Accounts Payable
• Manage AR/AP processes, including timely invoicing and payments
• Monitor and follow up on overdue accounts
Shipping & Receiving
• Coordinate shipping and receiving activities
• Maintain accurate documentation and tracking for incoming/outgoing shipments
Product Documentation
• Stamp and label valve tags accurately per company specifications
• Write detailed valve reports documenting specifications and performance as required
What You Bring
• Proven experience as a bookkeeper and/or office administrator
• Mandatory: hands-on proficiency with QuickBooks Online (QuickBooks Desktop experience is an asset)
• Strong working knowledge of MS Office Suite
• Excellent organizational skills and the ability to multitask across competing priorities
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Comfortable working independently as well as part of a small team
• Familiarity with AR/AP management and financial reporting
• Bonus: experience with inventory management and procurement processes
Education
• High school diploma or equivalent required
• Associate's degree or higher in Accounting, Business Administration, or a related field preferred
Principals only. Recruiters, please don't contact this job poster.