Reception/ Admin/ Accounting
Posting Job Title: Receptionist/Admin/Accounting Support
Department: Accounting & Finance/ Human Resources
Reports To: Assistant Manager, Accounting & Finance, HR Generalist
Location: Mississauga, ON
Position Type: Permanent
OBJECTIVES
Reporting into both Finance and Human Resources, this position will support both departments in various accounting and administrative tasks.
MAIN RESPONSIBILITIES
- Act as main receptionist for Hino Motors Canada
- Answer telephone, screen and direct calls
- Respond to general questions from dealers and customers
- Process all incoming, outgoing mail and courier shipments
- Maintain postage machine
- Mail monthly customer statements
- Compile environmental report and send to HML monthly
- Set up and update all vendors and new dealers/sales rep in Portal system
- Set up direct payment in DSI
- Code suppliers’ invoices with G/L accounts upon Department Manager’s approval
- Process monthly rent payments for Mississauga and Woodstock
- Process Mississauga G&A invoices
- Responsible for weekly cheque runs, printing, sorting, matching and distributing for signing
- Maintain and file paid invoices in AP filing cabinets.
- Weekly Bank trips to deposit cheques
- Update foreign exchange rate in DSI and email staff on a weekly basis after receiving FX rate from the Assistant Accounting Manager
- Prepare debit/credit notes to HML, HMM, suppliers etc. at Mississauga or Woodstock other departments request
- Prepare monthly invoices to dealers for DX and EIS charges
- Process PDI credits from Sales quarterly
- Process AOE credits quarterly
- Process Co-Op payments from Marketing quarterly
- Order and maintain up-to-date 407 transponders and listing
- Renew dealer plate stickers annually
- Order Office Supplies and maintain Office Supply Cabinet
- Order coffee and kitchen supplies and put away as necessary
- Maintain and periodically distribute Employee Extension list
- Coordinate and distribute annual holiday cards
- Communicate with Landlord regarding facility issues / events
- Contact and schedule maintenance / repair staff and ensure visitor safety forms are completed prior to starting work
- Assist with the preparation for visitors - preparing welcome sign and name cards, placing orders for lunches, etc…
- Assist HR with business card orders
- Perform other duties as required
QUALIFICATIONS/REQUIREMENTS
- Previous reception/admin experience
- 2+ years AP experience
- Experience with basic financial operations including accounting
- Ability to multi-task
- Good time management and organizational skills
- Ability to identify customer needs and provide good customer service
- Strong written and verbal communication skills
- Problem solving skills
- Proficient with Microsoft Word and Excel
WORK ENVIRONMENT
- Regular working hours: Monday to Friday, 9:00am – 5:00pm
- Occasional overtime required during month-end
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- Interested candidate, please submit your resume to: