Admin & Accounts Assistant

The Admin & Accounts Assistant provides comprehensive support across multiple departments, ensuring smooth operational and administrative processes, while assisting the finance function with accurate and timely accounting tasks.

Purpose of the Role

The Admin & Accounts Assistant provides comprehensive support across multiple departments, ensuring smooth operational and administrative processes, while assisting the finance function with accurate and timely accounting tasks. This role supports daily office activities, operations, and record-keeping, contributing to the overall efficiency and organization of the company.

• Record and maintain all financial transactions, ensuring accuracy and proper documentation.
• Prepare and assist with financial reports, account reconciliations, and cost summaries as required by management.
• Maintain and update spreadsheets for costs, budgets, and expense tracking.
• Monitor and manage accounts payable and accounts receivable, including processing invoices, tracking payments, and following up on outstanding balances.
• Assist in preparation of monthly, quarterly, and annual financial statements and reports.
• Collaborate with finance and project teams to ensure costs are recorded correctly, balanced, and reconciled in a timely manner.
• Support audits by providing necessary financial documentation and assisting with information requests.
• Maintain filing and record-keeping systems for financial transactions, invoices, receipts, and supporting documentation.
• Identify discrepancies in financial records and report issues promptly for resolution.
• Provide general administrative support for accounting functions as required to ensure smooth operation of the finance department.
• Monitor and manage office supplies, bills, and routine expenses to ensure operational continuity.
• Liaise with vendors, service providers, and support teams to coordinate deliveries, maintenance, and other office requirements.
• Support management with scheduling, meeting preparation, travel arrangements, and documentation.
• Prepare and maintain records for ongoing projects, including follow-ups, reports, and administrative tasks.
• Provide general assistance to staff as needed to support efficient operations.
• Maintain confidentiality in handling sensitive company, financial, and personnel information.
• Carry out any other duties consistent with administrative and accounting support as required.

Qualifications & Requirements

• ACCA level 2 or Degree in Accounting or a related field.
• Eight years’ experience in accounting, finance, or administrative roles (experience in construction/design is an asset).
• Proficient in QuickBooks and Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Strong numerical accuracy, organizational, and multitasking skills.
• Excellent written and verbal communication abilities.
• High level of discretion, integrity, and attention to detail.