Office Administrator & Bookkeeping Assistant (On-site)

Pulse Medica•Edmonton, AB

5d•Onsite

About The Position

PulseMedica is searching for a Part-Time Office Administrator & Bookkeeping Assistant to join our operations team. Reporting to the Office Manager, this person will support daily administrative and office operations while helping to ensure internal processes are organized and efficient. This hands-on role will provide exposure to a variety of administrative functions including finance coordination, office operations, project coordination and general team support. The successful candidate will play an important role in maintaining accurate systems, supporting operational efficiency, and helping create a well-organized workplace. This role provides a unique opportunity to work with a talented and energetic team while supporting the administrative and operational functions that keep the organization running smoothly. The successful candidate will assist with a variety of administrative and bookkeeping tasks including financial tracking, office and project coordination, and operational support. The role blends administrative precision with part-time flexibility. This position is best suited for an organized professional with previous office administration experience—specifically those familiar with financial administration and digital workspaces—seeking a stable, on-site opportunity at PulseMedica’s downtown office. There may be opportunities to flex additional hours during busier periods, with the potential for the role to grow into a full-time position in the future.

Requirements

Diploma or certificate in Office Administration, Bookkeeping, Accounting, or a related field; an equivalent combination of relevant education and hands-on experience will also be highly valued.
Proven experience with data entry with a high level of attention to detail.
Proficiency with Google Workspace or Microsoft Office Suite, specifically with Google Sheets and/or Excel
Experience with financial administration (invoices, expenses, or procurement).
Familiarity with accounting/bookkeeping tools like Xero and Dext.
Impeccable organization skills—you genuinely enjoy keeping records neat and accurate.
Professional communication skills, both written and verbal.
Strong task prioritization—you can seamlessly pivot from balancing a spreadsheet to supporting a teammate, handling an internal request or taking phone calls.
A proactive mindset with a strong sense of ownership over your responsibilities.

Responsibilities

Manage day-to-day accounts payable tracking, including reviewing vendor invoices, processing employee expense reports, and reconciling receipts.
Execute high-accuracy data entry within financial applications (such as Xero and Dext) to keep internal records up to date.
Supporting monthly timesheet administration and track operational metrics to support payroll and project tracking.
Coordinate day-to-day office logistics, including managing supply and grocery orders, handling deliveries, and managing inquiries from the main phone line.
Monitor shared inboxes, triage incoming emails and messages, and respond to general external and internal inquiries in a professional, timely manner.
Build new and update existing Standard Operating Procedures (SOPs) and step-by-step work instructions to ensure seamless business continuity.
Support onboarding logistics for new team members to ensure a smooth transition.
Assist with the planning and coordination of team workflows and ongoing initiatives.