1. Job Summary

The Accounts Receivable & Office Administrator is responsible for managing the company's accounts receivable activities while providing general office and administrative support to ensure smooth daily business operations. This position handles customer invoicing, payment processing, collection follow-ups, account reconciliation, and financial record keeping. The role also coordinates office administration, maintains organized company records, responds to customer inquiries, and provides administrative support to management and other departments.

The ideal candidate is organized, detail-oriented, responsible, and capable of handling accounting and administrative tasks efficiently in a rapid-paced kitchen cabinet business environment.

1. Key Responsibilities

A. Accounts Receivable Management
- Prepare and issue customer invoices based on approved quotations, sales orders, contracts, and project milestones.
- Ensure customer invoices are accurate and issued on time.
- Monitor customer accounts and outstanding balances.
- Follow up with customers regarding overdue invoices and outstanding payments.
- Send payment reminders and customer account statements.
- Record and allocate customer payments accurately.
- Reconcile customer accounts and investigate payment discrepancies.
- Monitor customer deposits, progress payments, and final payments.
- Maintain accurate accounts receivable aging reports.
- Respond to customer billing and payment inquiries.
- Coordinate with the sales and project teams to confirm billing details.
- Report overdue accounts and collection concerns to management.

B. Project Payment Tracking – Kitchen Cabinet Projects
- Monitor customer payment schedules for kitchen cabinet projects.
- Track initial deposits before materials are ordered or production begins.




- Monitor progress payments according to company payment terms.
- Coordinate with project coordinators regarding project billing milestones.
- Track final payments upon delivery or installation completion.
- Maintain an updated project payment tracking spreadsheet.
- Ensure payments are properly recorded under the correct customer and project.
- Notify management of outstanding payments that may affect project scheduling or delivery.

C. General Office Administration
- Answer incoming phone calls, emails, and customer inquiries.
- Welcome visitors, customers, and suppliers professionally.
- Handle general office correspondence and communications.
- Maintain organized electronic and physical filing systems.
- Prepare, update, and maintain company documents and records.
- Assist management with scheduling meetings and appointments.
- Order and maintain office supplies and stationery.
- Coordinate office maintenance and other administrative requirements.
- Assist with preparing reports, spreadsheets, and presentations.
- Maintain accurate customer, supplier, and company contact databases.
- Provide administrative support to management and other departments.

D. Accounting and Documentation Support
- Organize and maintain invoices, receipts, payment records, and supporting documents.
- Assist with bank deposits and bank reconciliations.
- Assist with accounts payable documentation when required.




- Review and organize supplier invoices and purchase orders.
- Assist with monthly account reconciliations and financial reporting.
- Prepare supporting documents for month-end and year-end accounting.
- Coordinate with external accountants or bookkeepers when necessary.
- Ensure financial documents are properly recorded and filed.
- Maintain confidentiality of financial and company information.

Qualifications and Requirements
- Diploma or certificate in Accounting, Bookkeeping, Business Administration, or a related field is preferred.
- Previous experience in accounts receivable, office administration, or bookkeeping.
- Basic understanding of accounting principles and financial procedures.
- Experience with accounting software such as QuickBooks Desktop is an asset.
- Proficient in Microsoft Office, particularly Excel, Word, and Outlook.
- Strong written and verbal communication skills.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize responsibilities.
- Ability to work independently and as part of a team.
- Professional, reliable, and customer-service-oriented attitude.

Required Skills and Competencies
- Accounts receivable and payment collection
- Customer invoicing and billing
- Payment tracking and account reconciliation
- Office administration and coordination
- Data entry and record keeping
- Microsoft Excel and accounting software
- Customer service and communication
- Document management and filing
- Problem-solving and organizational skills
- Time management and multitasking
- Confidentiality and professionalism

Pay: From $44,000.00 per year

Benefits

- Casual dress
- On-site parking

Work Location: In person

📌 Accounts and Office Administrator (Delta)
🏢 Danma Kitchen Cabinets
📍 Delta