About the Company

The Black Dirt Company is a landscaping supply center and trucking company located in the heart of the City of Spruce Grove. We specialize in the sale and delivery of topsoil, garden mix, decorative rock, sand & gravel, fill clay, sod and other various landscaping products. We cater to both small to large projects and provide custom solutions and quality service. Our unique ability to service a variety of customer needs, and commitment to the highest standard of safety has made us a recognized leader in the industry. Our projects are successful because we focus on our staff and treat customers the way they want to be treated. We understand the drivers and motivators of our employees and allow them to build a successful career that best suits them personally and professionally.

You are more than just an employee. You are part of a team that works hard, plays hard, and makes a difference in the community. We offer a very competitive compensation package, and will not only reward you financially, but give you challenging assignments and a supportive work environment which promotes your personal and professional growth. We are searching for a full-time Administrative and Accounting Assistant role.

Position Overview

We are seeking an organized, detail-oriented Administration and Accounting Assistant to join our team. This position involves a wide range of administrative tasks, with a primary focus on supporting our financial processes, overseeing health and safety initiatives, and assisting with various operational needs. The ideal candidate will be proficient in using accounting software, managing multiple tasks, and providing support to employees, management, and external vendors.

Key Responsibilities:

1. Accounting & Financial Management:

• Enter Receivables from CP into SAGE: Run Distributions Total Reports, confirm EFTs/E Transfers received, and enter GJ entries in SAGE.
• Enter Payables into SAGE: Process electronic and physical payables, link scanned documents to SAGE entries, and match them to purchase orders.
• Payroll Administration: Prepare and process bi-monthly payroll, including sourcing and calculating deductions (16th – EoM and 1st – 15th).
• GST Remittance: Ensure GST is remitted on time by the end of each following month.
• Bank Reconciliations: Reconcile bank statements and manage deposits, including EFTs, cheques, and transfers.
• Accounting for Key Largo Holdings & 243 AB Ltd.: Maintain accurate financial records for these entities and assist with year-end documentation for the accountant.

2. Documentation & Data Entry:

• Receive & Process Payments: Process cheques, E Transfers, and EFTs into CP, create and save remittance documents, and generate accurate Cash Receipts entries.
• Maintain Vendor Files: Organize, scan, and save payable documents to the Shared Drive for easy access and reference.
• SAGE Data Entry: Ensure all transactions are accurately entered into the accounting system (SAGE), including creating GJ entries for deposits and reconciling cash receipts.

3. Employee & Operational Support:

• New Hire Orientation: Set up new hires on SALUS, provide guidance on using dispatch systems, completing forms, and distribute necessary tools (keys, fuel fobs, etc.).
• Employee Benefits Program Management: Oversee and communicate employee benefits, ensuring proper enrollment and management.
• Fuel Card & Passcode Management: Administer fuel card systems and ensure passcodes are issued correctly.
• Order Supplies: Procure supplies for the shop and building as needed, including coordinating with Keith and Dispatch for wood orders.

4. Health & Safety (HSC) Committee:

• Committee Chair: Schedule and lead quarterly Health & Safety meetings, take minutes, and review incidents.
• Training & Compliance: Register employees for required training and ensure HSC regulations are met.

5. Miscellaneous Administrative Support:

• Incident Management: Open incidents in SALUS, upload related forms and documentation, and assist in managing incidents as they arise.
• Form Creation & Updates: Create and update forms in SALUS as requested.
• Support with Year-End Filing: Provide accounting team with necessary documents for year-end processes and respond to any queries.

Required Qualifications:

• Proven experience in administrative support, preferably in an accounting or finance-related role.
• Strong proficiency in SAGE or similar accounting software.
• Familiarity with payroll systems and processes.
• Ability to work independently, manage multiple tasks, and meet deadlines.
• Strong attention to detail and accuracy in financial reporting and data entry.
• Excellent communication skills and the ability to work collaboratively across departments.

Working Conditions:

• Full-time position, Monday to Friday.
• Occasional overtime may be required to meet reporting deadlines.

If you are a proactive and organized individual with strong administrative skills and an eye for detail, we encourage you to apply for this exciting opportunity. Join our team and contribute to the smooth operation of our business!