Office Assistant jobs

Office Administrator-Bookkeeper

Location: Crowsnest Pass, Alberta
Job Type: Full-time - Flexible
Schedule: Monday–Friday
Industry: Industrial / Millwright Services

About the Role

We are seeking a reliable, organized, and detail-oriented Office Administrator / Bookkeeper to join our millwright services team. This position is responsible for providing day-to-day administrative and bookkeeping support while coordinating office operations, payroll, invoicing, job costing, employee documentation, and field-service requirements. This position is intended to work as part of the office team, duties will be shared/ divided.

The successful candidate will be comfortable working in a fast-paced industrial environment, managing multiple priorities, maintaining accurate records, and communicating effectively with employees, customers, suppliers, and management.

Key Responsibilities

Bookkeeping & Accounting

• Process accounts payable and accounts receivable
• Enter supplier invoices, customer invoices, expenses, and receipts
• Prepare and issue customer invoices
• Follow up on outstanding accounts receivable
• Process payments and maintain accurate financial records
• Reconcile bank and credit-card accounts
• Reconcile supplier statements
• Code expenses and invoices to the appropriate jobs
• Track GST and provide information for GST filings
• Assist with month-end and year-end accounting

Payroll & Employee Administration

• Collect, review, and process employee timesheets
• Verify regular hours, overtime, travel time, and job allocations
• Process biweekly payroll
• Maintain vacation and employee records
• Prepare payroll remittances and year-end documentation
• Assist with employee onboarding and offboarding
• Maintain confidential employee files and payroll information

Job Costing & Project Administration

• Create and maintain job project files
• Track labour, materials, equipment, travel, accommodations, and subcontractor costs
• Process customer purchase orders
• Assist with change orders and project documentation
• Assemble supporting documentation for customer invoicing

Field & Crew Support

• Coordinate travel, accommodations, flights, rental vehicles, and other employee logistics
• Maintain site access and customer documentation
• Ensure required employee certifications and safety documentation are current
• Coordinate required forms and paperwork for customer site access

Compliance & Records

• Maintain WCB-Alberta documentation and records
• Maintain insurance certificates and company documentation
• Benefits Program Administration
• Assist with employee safety and training records
• Assist with customer and contractor prequalification requirements
• Maintain organized electronic and paper filing systems

General Office Administration

• Answer phones and respond to general inquiries
• Monitor and respond to office emails
• Prepare correspondence, reports, and documents
• Order office supplies and manage general office needs
• Provide administrative support to management and field operations

Qualifications & Skills

• Previous experience in bookkeeping, office administration, or accounting
• Experience in construction, industrial, mechanical, millwright, or other trades-based businesses is considered an asset
• Strong understanding of accounts payable and accounts receivable
• Experience with payroll and timesheet processing
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Ability to manage multiple priorities and meet deadlines
• Proficient with Microsoft Office, particularly Excel and Outlook
• Experience with accounting/bookkeeping software such as QuickBooks, Sage, or similar systems
• Strong written and verbal communication skills
• Ability to maintain confidentiality
• Ability to work independently while also supporting a team
• Experience with job costing and project-based accounting is an asset
• Knowledge of Alberta payroll, WCB, and employment requirements is an asset

.Compensation & Benefits

• Competitive wage based on experience
• Full-time position – currently Monday–Friday, flexible for the right candidate
• Health Benefits package after 3 month probation
• Opportunities for growth and increased responsibility
• Casual Industrial Office Environment

Salary: $30 - $35 per hour

How to Apply

Please submit your resume. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $30.00-$35.00 per hour

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Vision care

Ability to commute/relocate:

• Crowsnest Pass, AB: reliably commute or plan to relocate before starting work (required)

Licence/Certification:

• Class 5 Driver's License (preferred)

Work Location: In person