Office Assistant / Book Keeper

This position is four days per week. The hourly rate for this position starts at $16.00-$18.00 depending on experience and training.Please submit your resume and cover letter to

Charlotte Thompson at the following email address;


Job Title :  Office Assistant / Book Keeper

Reports to : General Manager

( Duties to include those listed below but not limited to )

  • Answer phones and transfer to the appropriate staff member

  • Take and distribute accurate messages

  • Greet public and clients and direct them to the correct staff member

  • Coordinate messenger and courier service

  • Receive, sort and distribute incoming mail

  • Monitor incoming emails and answer or forward as required

  • Prepare outgoing mail for distribution

  • Fax, scan and copy documents

  • Maintain office filing and storage systems

  • Update and maintain data bases such as mailing lists, contact lists and client information

  • Retrieve information when requested

  • Update and maintain internal staff contact lists

  • Co-ordinate and maintain staff administrative records such as staff parking, staff phones and company credit cards

  • Type documents, reports and correspondence

  • Organize travel arrangements for staff

  • Co-ordinate and organize appointments and meetings

  • Assist with event planning and implementation

  • Monitor and maintain office supplies

  • Ensure office equipment is properly maintained and serviced

  • Perform work related errands as requested such as going to the post office and bank

  • Keep office area clean and tidy

Book Keeping Duties


  • Book keeping, bi-weekly payroll, daily cash reconciliation, accounts receivable and payable,

  • Monitor office supply levels and reorder as necessary

  • Pay supplier invoices in a timely manner

  • Take all reasonable discounts on supplier invoices

  • Pay any debt as it comes due for payment

  • Issue invoices to customers

  • Collect sales taxes from customers and remit them to the government

  • Ensure that receivables are collected promptly

  • Record cash receipts and make bank deposits

  • Maintain the petty cash fund

  • Monitor bank accounts daily

  • Assemble information for external auditors for the annual audit

  • Maintain an orderly accounting filing system

Key Competencies


  • organization and planning skills

  • work management and prioritizing skills

  • verbal and written communication skills

  • problem solving ability

  • attention to detail

  • accuracy

  • flexibility

  • reliability and team work

Education and Experience


  • Business College Accounting Certificate Training

  • 5 years previous office experience and book keeping  required

  • Highly proficient in Quick Books with 3 years of experience

  • Competent computer skills including MS Office or equivalent

  • Strong internet skills including use of e-mails, group messaging and data collection