Bookkeeper/Office Manager

Train Alberta Inc. • Medicine Hat, AB

1d • Onsite

About The Position

Energy services company serving Alberta and Saskatchewan seeking an experienced, capable, and highly self managed Bookkeeper/Office Manager to join our organization on a long-term basis. This is a key position within our company and requires an individual who demonstrates mature professional judgment, exceptional communication skills, advanced critical-thinking and problem-solving abilities, personal accountability, discretion, and a high degree of independence. The successful candidate will be someone who takes ownership of their responsibilities, anticipates what needs to be done, and can confidently manage competing priorities without requiring continuous direction or supervision. Documentation cannot be allowed to accumulate or be completed retrospectively. Records, reporting requirements, fleet information, financial documentation, employee information, and operational files must remain current as part of the normal daily workflow. The successful candidate must therefore demonstrate an exceptional ability to prioritize, track, follow through, meet deadlines, and independently manage multiple ongoing responsibilities.

Requirements

• Minimum of five years of relevant experience within the oilfield, energy services, trucking, transportation, or a closely related industry
• Comprehensive understanding of bookkeeping and office administration
• Strong working knowledge and proficiency in QuickBooks
• Strong working knowledge and proficiency in ADP and payroll processing
• Strong working knowledge and proficiency in Microsoft Word and Excel
• Strong working knowledge and proficiency in PDF programs and electronic documentation
• Strong working knowledge and proficiency in digital and physical file management
• Strong working knowledge and proficiency in bookkeeping and financial administration
• Strong working knowledge and proficiency in online client, government, and reporting portals
• Advanced organizational and task-management skills
• Understanding of the importance of maintaining live, current, accurate, and readily accessible documentation at all times

Nice To Haves

• Mature and professional judgment with a high level of discretion and confidentiality
• Strong written and verbal communication skills
• Advanced critical-thinking, analytical, and problem-solving abilities
• Exceptional organizational, task-management, and time-management skills
• A high degree of personal accountability and attention to detail
• The ability to work independently and be fully self-managed
• Strong follow-through and a commitment to completing tasks accurately and on time
• The ability to identify priorities and act on them without waiting for direction
• Confidence communicating with ownership, employees, clients, vendors, accountants, government agencies, and other external stakeholders
• The ability to manage several competing priorities in a fast-paced operational environment
• A strong sense of urgency while maintaining accuracy and professionalism
• Adaptability and the ability to respond appropriately when operational priorities change
• A proactive mindset and willingness to take ownership of the administrative function
• Reliability, consistency, sound judgment, and professional integrity

Responsibilities

• Process accounts receivable internally and through online client portals
• Maintain accurate and current customer documentation
• Track submissions and follow up on outstanding requirements as necessary
• Process accounts payable using various methods of remittance
• Maintain accurate vendor documentation and payment records
• Manage company credit cards and associated reconciliation/documentation
• Manage and process payroll through the online payroll portal twice monthly
• Maintain accurate and current payroll and employee records
• Coordinate year-end payroll requirements, including T4s, T2200s, and related documentation
• Manage WCB requirements for Alberta and Saskatchewan
• Administer employee benefits
• Process and remit PST, GST, and other required government filings
• Coordinate documentation and reporting with the company's off-site accountant
• Complete journal entries, banking, and reconciliations
• Prepare financial reporting
• Complete month-end processes
• Prepare fiscal year-end documentation for the off-site accountant
• Manage fleet licensing and registrations
• Coordinate IFTA and Prorate requirements and online reporting
• Maintain current fleet records and documentation
• Support fleet asset management and associated administrative requirements
• Maintain organized, accurate, and current company files and records
• Ensure documentation remains current and accessible at all times
• Maintain office supplies
• Track deadlines, renewals, reporting requirements, and outstanding administrative items
• Provide administrative and operational support to Ownership
• Communicate professionally with employees, customers, vendors, government agencies, and other stakeholders
• Identify administrative issues requiring attention and proactively work toward resolution
• Perform additional administrative and operational duties as required

Benefits

• Competitive salary
• Benefit package after three months
• A stable position with significant responsibility and autonomy
• The opportunity to become a trusted, long-term member of an established energy services company

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed