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  • Writer's pictureJon Pettifer

We're Hiring! Bookkeeper/Administrative Assistant- Calgary - $55,000 -$65,000

We are looking for a qualified individual to join our team in Calgary. The Bookkeeper/Administrative Assistant is a vital role within our organization, responsible for managing and maintaining accurate financial records and ensuring things around the office run smoothly and efficiently.




Sapphire Sound is a young team of professionals in the pro audio visual design and integration field. We're bringing life and agility back to an industry that has become cookie cutter and inflexible. Our customers include performing arts venues (sound, video, lighting), churches, restaurants and corporate boardrooms. Our unique design approach to meet customers needs and budgets has our team very busy and we're looking to add another member!


Sapphire Sound is looking for exceptional individuals who share our core values: trustworthy, skilled, responsive, passionate, all in, and fun. We believe that these values are the drivers of our success, and we're committed to building a talented group of professionals who embody these values.


Our employees are the driving force behind our success, and we're committed to building a positive team dynamic that encourages collaboration, growth, and success. We're looking for team players who are dedicated to delivering exceptional results for our clients and our company.


Job Summary



The Bookkeeper/Administrative Assistant will be working alongside several departments to help sustain our trajectory of growth. First, in a bookkeeping role, this person will assist with managing accounts payable and receivable, including entering transactions, following up with customers or vendors, and performing account reconciliations. Second, this person will work to create an HR Department, responsible initially for leading the charge on hiring, and eventually for all things related to the well being of our employees. Last, this person will be responsible for general office management and administrative support at our Calgary office. This involves keeping supplies stocked, people in line, and assisting our owners with administrative tasks as required. We anticipate approximately 16 hours of bookkeeping, 8-16 hours of HR, and 8-16 hours of office management and admin support per week.


This position requires a high level of attention to detail, strong analytical skills, and proficiency with accounting software and general computing. The ideal candidate will be able to make customers, suppliers, and employees feel welcomed and heard when communicated with in person, over the phone, or via email. They will work collaboratively with our team to share existing workloads and will have very strong administrative skills - highly organized, highly literate, and capable of learning new tasks quickly.



Responsibilities


Bookkeeping:


  • Responsible for managing all incoming invoices from vendors

  • Reviewing invoices for accuracy, checking to ensure quick pay discounts are met, and when required checking that the invoice matches with the corresponding PO

  • Entering all incoming payables and coding to the correct general ledger accounts

  • Performing regular vendor account reconciliations to ensure all invoices have been received and entered

  • Following up with vendors and requesting credits when required

  • Assisting purchasing, shipping, and sales departments to track and record invoices relating to cross border shipments and repairs

  • Reviewing, entering and coding weekly employee expense reports

  • Candidates must be proficient in data management across multiple platforms

  • Must be comfortable contacting customers directly via email or by phone to request payment

  • Responsible for managing outstanding accounts receivable

  • Review outstanding accounts on a weekly basis and follow up with clients regarding outstanding amounts following an outlined process

  • Prepare, post, verify, and record customer payments and transactions related to accounts receivable

  • Assists sales staff with applying deposits as necessary


Human Resources (Initial)

  • Collaborate with various departments to post open positions, screen candidates, and conduct the first round of interviews

  • Ability to identify character traits that are positive/negative in potential new hires

  • Ability to understand various roles and requirements and evaluate candidates based on these criteria


Human Resources (Future potential)

  • Manage employee benefits

  • Manage employee time tracking and time off systems

  • Assist in resolving employee and/or interpersonal issues


Office Management and Admin Support

  • Assist with day-to-day operations of the office

  • Manage office supplies, equipment, and inventory

  • Assist with the preparation and distribution of internal communications

  • Prepare and modify documents, reports, and presentations

  • Executive Assistant to owners at times

  • Greet clients making them feel welcome to our office, offer a beverage or guide them to their meeting

  • Answer and redirect phone calls, inquiries, and requests

  • Facilitate effective communication between team members and departments.

  • Collaborate with colleagues to support projects and initiatives.

  • Coordinate with external partners, clients, and suppliers.




Requirements


Qualifications and Skills:


  • Experience as a bookkeeper or in a similar financial role is considered an asset

  • Proficiency in financial management software and tools (e.g., Sage, QuickBooks, Excel) is considered an asset

  • Proficient in using office software, including MS Office (Word, Excel, PowerPoint, Outlook, Google docs)

  • Experience in recruitment or hiring is considered an asset

  • Excellent attention to detail and accuracy in data entry and financial calculations

  • Analytical mindset with the ability to interpret and analyze financial data

  • Strong organizational and time management skills

  • Ability to handle confidential and sensitive information with discretion

  • Ability to work independently and handle multiple tasks simultaneously

  • Excellent communication and interpersonal skills

  • Adaptability and flexibility in a dynamic work environment



Benefits


  • Paid Vacation

  • Sick Leave

  • RRSP Matching

  • Health Benefits

  • Employee Milestone Program

  • Employee Training & Development Program

  • Company Social Events and Trips

  • Paid Time off During Christmas Week



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