Admin Jobs in Kitchener, ON (NOW HIRING)

Who We Are Envirosearch Operations was created in 2001 to specialize in providing water and wastewater operations services to non-municipal owners of water and wastewater treatment facilities in the Province of Ontario.  At our heart, we believe in teamwork between Owners, Regulators, and our team to support the protection of both the public and the environment.  We are a 24/7 company with emergency response and continuous operations responsibilities.  Others in our industry include Municipalities, Ontario Clean Water Agency (OCWA) and Veolia.  Envirosearch Operations Inc. specializes in providing professional and operational services to industrial, commercial, institutional, and private sector owners. Why Work For Us * Be supported by a culture of teamwork and collaboration * Experience challenging work opportunities and variety in your day * Enjoy our competitive compensation and benefit package * Ability to grow and expand your skills * Flexibility to design your own workday  We are looking for a full-time Finance Administrator to join our team in our Guelph office. This posting is for an existing vacancy. This role is full-time in the office and offers Monday to Friday hours, 8:00 am to 4:30 pm, with an hourly compensation range of $26.00 to $28.00, based on experience. Reporting to the Manager of Finance, this role will oversee the day-to-day processing of accounts payable and receivable, including bill and expense processing, credit card reconciliations, and client invoicing, while supporting purchase order tracking and providing back-up to the wider Finance Team. The successful candidate will bring strong attention to detail and organization to a role that touches nearly every corner of the finance function. Roles and Responsibilities * Participate in the daily oversight, tracking, and processing of incoming bills, receipts, credit card charges, purchasing correspondence, employee expenses receipts, fleet maintenance, and accounting requests, in preparation for payment and invoicing, per established protocols and procedures. Daily monitoring of multiple credit cards for charges and balances and preparing for final reconciliation. * Conduct general processing of AR, including receiving all incoming cheques/online payments, matching with all supporting documentation, posting payments, and preparing and finalizing deposits. * Prepare and process monthly routine AP payments, ensuring bills are received and payment is made prior to due date.  Monitor and complete payment reports for online payments. * Coordinate with the Purchasing Specialist in the preparation of all company PO’s, management and monitoring ensuring proper documentation is received to ensure packages are complete prior to bill processing.  Monitor any outstanding PO’s along with following up/solving any discrepancies that arise. * Run reports to review outstanding AR invoices in the accounting software and report to the Director of Finance on a regular basis. * Review all AR invoice packages to ensure appropriate documentation and approval prior to submission. * Populate client monthly invoices from work orders, purchase orders, expenses, subcontractor APs and other billable items on a monthly basis. * Provide invoicing support to the Invoicing Specialist as needed. * Prepare weekly Expense Report packages, including entering in the accounting software and submitting for reimbursement. * Track employee clothing, boots and equipment reimbursements, applying current corporate policies, and updating the Payroll Specialist as needed. * Monitor and respond to incoming department emails, as assigned. * Perform office administrative tasks such as data entry, filing, and copying. * Back-up support to Finance Team Members. * Prepare and maintain a Standard Operating Procedure set to summarize how to complete this position in the absence of the Finance Administrator. * Other duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties and responsibilities may change at any time with or without notice. Skills and Qualifications * Post-secondary education in a related field, or equivalent experience. * Minimum of two (2) to three (3) years of experience in accounting and in an office environment. * Exceptional attention to detail and organizational skills. * Must have the ability to strategically develop systems that will have longevity. * Strong experience with accounting software and principles; experience with QuickBooks is an asset. * Positive, responsible and self-motivated with demonstrated problem-solving skills. * The ability to efficiently multitask in a fast-paced environment. * High level of skill with MS Office (Outlook, Excel, Word). * Must be able to work independently with little supervision and be able to work quickly with high accuracy. * Confidence in asking questions and clarification on tasks assigned. * Strong written and verbal communication skills, along with active listening. * Excellent interpersonal skills with the ability to work with diverse groups of individuals and disciplines. * A desire to learn and take the initiative to always improve. We appreciate all who express interest; however, only those selected for an interview will be contacted. Please note, AI tools may be used to support parts of the recruitment process (such as screening resumes and scheduling or organizing candidate information). Final decisions on all hiring steps are always made by our HR and management teams. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Envirosearch will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. Please inform Human Resources of the nature of any accommodation(s) that you may require.