Payroll, Accounting & Office Administrator

Position Summary

The Payroll, Accounting & Office Administrator is responsible for payroll administration, accounts receivable, accounts payable, cash management, bookkeeping, month-end and year-end activities, and general office administration. This position provides professional support to internal and external customers while ensuring financial, payroll, and administrative records are accurate, complete, and up to date.

Accounts Receivable & Collections

• Manage customer accounts and maintain target Days Sales Outstanding (DSO).
• Prepare and distribute customer statements.
• Follow up on overdue accounts by phone and email.
• Investigate and resolve customer billing discrepancies and payment issues.
• Process credit applications and perform credit analysis for new customers.
• Maintain accurate customer account records and collection notes.

Cash Management

• Post daily cash receipts and customer payments accurately.
• Reconcile daily cash transactions and ensure accounts balance.
• Investigate and resolve discrepancies in cash postings and account balances.
• Prepare cash reports as required by management.

Accounts Payable

• Review, code, and enter vendor invoices to the appropriate General Ledger (GL) accounts.
• Process vendor payments in accordance with company policies and payment terms.
• Reconcile vendor statements and resolve outstanding issues.
• Maintain accurate accounts payable records and filing systems.

Payroll & Human Resources Administration

• Administer all aspects of payroll, ensuring accurate and timely processing.
• Maintain employee payroll and personnel records.
• Process employee onboarding, terminations, and payroll changes.
• Assist employees with payroll-related inquiries.
• Ensure compliance with payroll legislation and company policies.

Accounting & Financial Reporting

• Assist with month-end and year-end closing activities.
• Prepare account reconciliations and supporting schedules.
• Investigate and resolve bookkeeping errors and discrepancies.
• Collaborate with the US-Wyo office on month-end reporting requirements.
• Support audit requests and year-end documentation preparation.

Office Administration

• Answer and direct incoming phone calls in a professional manner.
• Respond to customer and vendor inquiries by phone and email.
• Maintain organized electronic and paper filing systems.
• Assist sales personnel and management with administrative support as required.
• Coordinate office supplies, records management, and general administrative functions.

General Responsibilities

• Ensure all financial, payroll, and HR records are accurate, complete, and up to date.
• Maintain confidentiality of employee, customer, and company information.
• Assist with special projects and other duties as assigned by the General Manager.
• Provide exceptional service to internal and external customers.