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.
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.
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.
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
Employee Milestone Program
Employee Training & Development Program
Company Social Events and Trips
Paid Time off During Christmas Week