Administrative & Accounting Assistant

Location: WINMAR Ottawa Branch

Position Overview

The Administrative & Accounting Assistant position supports the WINMAR Ottawa branch through a variety of administrative tasks that may include report preparation, AP/AR entry, invoicing, reception duties, data entry, ordering supplies, filing and scheduling.

The ideal candidate is a highly organized individual who can manage multiple tasks at once, while under little supervision.

Job Duties

Support the branch with all administrative tasks

Including, but not limited to:

Reception: A very important role which includes

The friendly face greeting customers and vendors

Answering the phone and assisting customers and vendors

Preparation of job files for new assignments

Updating all personnel and programs

Accounting

Assist with Accounts Payable

Assist with Accounts Receivable entry

Posting receipts and invoices from in-house and sub-trades

Invoicing

Providing current job cost

Dispatch of New Assignments

Data entry of assignment details

Scheduling crews as needed

Assigning PO’s to vendors and suppliers

Assist with ordering of job site requirements

Filing

Submit forms

Monitor training calendar

Monitor KPI’s for insurance and national vendors

Assist estimators and project managers with file data entry

Update the main CRM and other programs as required, with incoming and outgoing communication, updates and relevant information

Provide excellent customer service

Effectively communicate with property owners, managers, tenants, subcontractors, and insurance adjusters

Ensure attention to detail and keen sense of safeguarding other people’s property and information





Attend WINMAR® sponsored training courses as required for the restoration industry

Qualifications

· Proficient using Quick Books

· Post-secondary administration courses / certification preferred

· 2+ years Accounting experience with demonstrated competence in QB

· 3+ years experience in office administration preferred

· Construction / Restoration / Insurance experience an asset

· Quick learner, detail oriented and self-motivated

· Demonstrates the importance of professional presentation

· Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)

· Keen eye for detail

· Comprehensive understanding of customer service, principles, and practices

· Ability to work within a team or independently as needed

· Strong written and verbal communication skills in English (French considered and asset)

· Proven ability to multi-task in a fast-paced workplace

· Basic computer experience with Microsoft Office programs such as Excel, Word, and Google Suite

· Criminal Record Check

· Manage sensitive information appropriately and maintain confidentiality

Physical Demands

· Infrequent lifting from 5-20 lbs, unassisted (from 35-65% of the time)

· Sustained periods of standing, sitting, walking, bending, and kneeling

Salary:

Range of $22 – 25/ hour (Based on Experience)

Hours

8-5 Monday - Friday

Job Type: Full-time

Pay: $22.00-$25.00 per hour

Benefits:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Experience:

- Accounting: 3 years (required)
- administrative assistant: 2 years (required)

Language:

- English (required)
- French (preferred)

Location:

- Ottawa, ON K1G 3W1 (preferred)

Work Location: In person

📌 Administrative/Accounting Assistant-OTTAWA (Industrial Park)
🏢 Winmar Ottawa
📍 Industrial Park