IFAB Engineering Partners Ltd. is seeking serious applicants to fill the  role of Accounting & Office Administrator. Reporting to the Finance Director, this multifaceted role is vital in assisting with the company's financial accuracy and payroll functions, as well as supporting and maintaining our office environment. This role is currently full-time hourly, with an estimated 40 hours expected per week. 

This position is ideal for a motivated self-starter with a great attention to detail and excellent organizational skills to manage accuracy and competing priorities. The ideal candidate for this position has a strong background in accounts payable and receivable, demonstrates an understanding of good accounting practices and has the ability to multi-task, while maintaining the welcoming environment of a mid-sized office.

We seek people who are proud of their work, and who go the distance to ensure both accuracy and on time delivery. In return, we offer an opportunity to work with a first-class group of professionals, in a vibrant modern office with a culture of openness, transparency, and work/life balance. The successful candidate will benefit from an industry leading compensation package and we provide excellent opportunities for professional development and advancement.

IFAB is Integrated Food and Buildings. We offer consulting services for integrated project management and multi-disciplinary building solutions in the fast-paced industrial food sector, including process optimization, project management, and full design and engineering services from original concept to capital investment analysis and then through construction to final building commissioning. We work across North America with highly recognized food producers.

We set ourselves apart from other consulting firms with excellent long-term client relationships, collaboration for solid solutions, and maximum efficiency in our specialized sector. Plus, we genuinely enjoy working together!

Key responsibilities include the following:

Office Operations:

• Keep the office running smoothly in a welcoming environment that reflects the high pace, high collaboration culture of IFAB;
• Act as lead contact to manage important interfaces all office operations including with landlord, key suppliers (such as car rental programs and local cleaners), and essential systems (such as security);
• Manage the reception function, including some direct answering of phones;
• Build vendor database for preferred suppliers for ordering items such as business cards, office supplies, and kitchen items, and maintain inventory of these regular use items;
• Lead planning and execution of special events both on site and off site;
• Write meeting records / notes to help document progress with project or internal meetings;
• Act as a go-to person to provide counsel to all team members for office environment questions;
• Provide general office support.

Accounting:

• Create new project entries into accounting system (Deltek Ajera);
• Work with Project Managers to develop proposal costs and scope changes;
• Oversee accounts payable procedures, including entering invoices into Ajera for processing, following up with vendors, and processing payment;
• Oversee accounts receivable procedures, including generating and issuing monthly invoices, following up with clients, and processing payments;
• Assist with analysis and financial reporting, both at month end and year end;
• Research and help create cost savings options; and
• Other accounting elements that are of interest and as required.

Payroll:

• Review and approve submitted timesheets;
• Review and verify submitted expenses, checking for accuracy of submitted documentation, and approve within the accounting system;
• Other payroll items as necessary.

Position Requirements:

• Completion of a recognized certificate or diploma in any of accounting or finance, or equivalent, from a recognized college, university, or training institution;
• Proven experience with office software such as the MS Office Suite with excellent proficiency of MS Excel;
• Ability to learn new accounting programs quickly;
• Experience with Ajera or similar ERP software seen as an asset;
• Excellent interpersonal skills for customer service;
• Strong organizational, coordination, and communication skills, as demonstrated through previous work;
• Demonstrated ability and interest to work as part of a team;
• Desire to develop skills and expand career;
• Experience in a consulting engineering firm is considered an asset but is not a requirement.

Travel and working conditions

• Work is completed on-site, in a newly renovated modern office environment.

JOB CODE: 1002064