Position Title: Operations / Business Manager
Salary: $70,000 - $90,000 Annual
Language: English
Type: Permanent Full time
Start Date: As soon as possible
Job Description
The Operations / Business Manager role is the backbone of this very active accounting practice. This role ensures that essential daily bookkeeping and accounting practices, combined with administrative operations of the business, are controlled and maintained. Reporting directly to the company owner, you will be responsible for the day-to-day financial health of the firm itself, managing internal billing, payables and reconciliations, alongside overseeing essential administrative functions and supporting the professional accounting team.
For this key position it is essential that the individual is both highly organized and highly motivated. That person must also have a strong background and experience in two essential areas: Daily Financial Operations & Administrative Support.
As the Operations / Business Manager this position is the primary point of contact for all clients and, therefore, the position requires someone with excellent interpersonal skills, understanding of customer service and the ability to manage customer expectations.
Key Responsibilities
Accounting & Bookkeeping (Internal Practice Focus)
The Accounting & Bookkeeping side of this position requires an experienced individual well trained and versed in the many aspects of daily financial operations for a small business.
Accounts Payable: Process vendor invoices, monitor employee expenses, code transactions and prepare weekly/bi-weekly payments.
Accounts Receivable: Generate and send out client invoices, monitor collections and follow up on outstanding receivables.
Reconciliations: Perform all the daily and monthly bank, credit card and trust account reconciliations.
Payroll & Benefits: Process bi-weekly payroll, manage employee time-tracking and also manage vacation and time off calendar.
Month-End Support: Prepare journal entries, assist with month-end closes and compile financial reports for the owner.
Tax Administration: Remit source deductions, GST and corporate tax payments to the CRA on time.
Office Operations & Administration
The Office Operations side of this position requires monitoring of firm deadlines and tasks, plus ensuring the workflow moves smoothing between staff members. From answering inquiries to ensuring client records remain highly confidential, this position needs someone with a multitude of day-to-day administration skills, including:
Administration:
· Answering inquiries and managing correspondence
· Provide comprehensive administrative support to the owner and staff members
· Implementing onboarding process of new clients
· Providing timely and quality focused customer service
· Draft, prepare and format correspondence and reports
· Maintain both physical and electronic filing systems
· Support internal meetings including agenda preparation, note taking and follow-up
· Assisting with special projects and operational initiatives as needed
· Maintenance of Office Equipment
· Being liaison for IT, internet and building maintenance vendors
· Ordering supplies
· Maintaining CRM system
Essential Skills
· High degree of accuracy in all areas
· Advanced organizational skills
· Time management expertise
· Able to manage effectively in fast-paced, deadline-driven environment
· Responsible and on time
· Exceptional ability to multitask is fundamental
· Results oriented
· Work effectively under pressure
· Client focused
· Proactive, resourceful and solution-oriented mindset
· Strong attention to details and accuracy
· High problem solving, analytical and critical thinking skills
· Ability to manage competing priorities
Communication Skills:
This position requires someone with a polite and professional demeaner and the communication skills needed to give clear and concise directions when needed to team members and/or clients. These skills include:
· Ability to communicate professionally
· Excellent written skills with ability to create letters and more
· First rate oral communication is essential
· Ability to thrive within a team environment
Software Skills / Proficiency
· Advanced knowledge of Cloud accounting software like QuickBooks Online or Xero
· Strong Microsoft Skills: Excel, Word, Outlook
· Experience with CRM systems (TPS) and tax software (e.g., TaxCycle, Profile) is a plus.
· Knowledge of Dropbox, Docusign, Dext and other information gathering tech a definite asset.
Qualifications
· Certificate or Diploma in Accounting, Business Administration, or a related field
· Minimum 3+ years bookkeeping experience, ideally within a public accounting, CPA, or professional services firm.
· Minimum 5+ years of experience in a Senior Administrative or Business Operations role
What We Offer
Competitive Salary: Commensurate with experience, of between $70,000 - $90,000 / year.
Benefits: HSA
Work Environment: A friendly, collaborative, supportive and professional team environment
Location: On-site in office located in Lake Bonavista area of Calgary, AB with free on-site parking lot, and also access to Calgary Transit.
Pay: $70,000.00-$90,000.00 per year
Benefits:
- Extended health care
- On-site parking
Work Location: In person
