Accounting & Administrative Assistant

The Accounting & Administrative Assistant provides dual support across accounting functions and general administrative duties to ensure smooth day-to-day operations.

Purpose of the Role

The Accounting & Administrative Assistant provides dual support across accounting functions and general administrative duties to ensure smooth day-to-day operations. The ideal candidate must be capable of performing administrative assistant responsibilities while efficiently handling daily accounting entries using QuickBooks. This role demands strong organization, professionalism, confidentiality, and the ability to support directors and project teams in a fast-paced environment.

Key Responsibilities

• Perform daily financial data entry and maintain accurate records in QuickBooks.
• Record and update basic accounting transactions, ensuring accuracy and proper categorization.
• Assist with reconciliations, financial summaries, and basic reporting as directed.
• Maintain project spreadsheets to support cost tracking and job costing.
• Collaborate with the accounting team and external accounting firm to ensure costs and entries are correctly captured.
• Assist with invoice and bill filing, scanning, and document organization.
•Answer and direct phone calls professionally.
• Draft and format letters, correspondence, and internal documents.
• Maintain and manage office filing systems (physical and digital).
• Monitor and replenish office supplies, stationery, and consumables.
• Coordinate with vendors, service providers, and maintenance personnel as required.
• Support general office upkeep to ensure a clean, organized, and professional workspace.
• Assist with document preparation, scanning, printing, and cataloguing of company records.
• Provide administrative support to staff and management as needed.
• Provide administrative support to Directors, including scheduling, document preparation, and follow-ups.
• Carry out personal assistance tasks for Directors while exercising discretion and confidentiality.
• Assist with coordination of local and international travel—including bookings, itineraries, reminders, and expense tracking.
• Prepare refreshments for meetings and ensure meeting areas are presentable.
• Support documentation and administrative tasks necessary for project execution.
• Maintain cleanliness and restocking of basic kitchen supplies.
• Perform small errands or logistical support tasks when required.
• Handle highly sensitive company, financial, and personal information with strict confidentiality.
• Perform any other related duties consistent with the position.
 

Required Qualifications & Experience

• Degree in Accounting, Business Administration, or related field.
• Minimum 5–7 years’ experience in a combined accounting and administrative role.
• Working knowledge of QuickBooks (mandatory).
• Strong understanding of basic accounting principles (non-accountant level is acceptable but must be competent).
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and multitasking abilities.
• Must demonstrate integrity, discretion, and high attention to detail.
• Experience in construction or design industry is an asset.

Core Competencies

• High accuracy in financial entries and documentation.
• Strong organizational and problem-solving skills.
• Ability to work independently and collaboratively.
• Professional demeanor and strong interpersonal skills.
• Adaptability to shifting priorities.