Bookkeeper/Administrative Assistant

Full job description

Job Summary: We are looking for a Bookkeeper & Administrative Assistant to join our team and play a crucial role in our business. This position requires a detail-oriented and organized individual who will be responsible for bookkeeping, assisting payroll, general day-to-day admin, accounts payable & office management. This is a hybrid remote position reporting to the founder or management team of the company.

Who we are:

Founded in 2023 by a National Champion Artistic Swimmer, Artquaswim (Artquaswim.ca) is dedicated to empowering young swimmers with a strong foundation in swimming. Our mission is to teach strokes with precision, effectiveness, and ease, laying the groundwork for children to pursue their athletic dreams in areas like diving, water polo, and artistic swimming. We emphasize confidence, dedication, and resilience, creating a dynamic learning environment that includes friendly games and competitions to keep kids engaged and motivated. From guiding beginners to becoming confident swimmers to correcting past habits for effective techniques, Artquaswim is committed to helping every child thrive. As we expand our branches in Vancouver, we’re looking for passionate individuals who share our values and commitment to excellence.

Type: Hybrid

On-site Location: North Vancouver/Vancouver West

Key Responsibilities:

(Include but not limited to)

• Be an engaged collaborative team player, developing and maintaining professional relationships that support and strengthen the organizational culture and purpose.

Bookkeeping & Accounting Duties:

• Basic bookkeeping using QuickBooks Premier
• Assist in processing bi-monthly payroll
• Assist with processing accounts receivable/payables in a timely manner
• Perform bank and credit card reconciliations
• Communicate with sales team or clients regarding outstanding A/R on daily basis by email, phone, written and verbal
• Support outside accounting firms during audits with any requests for information.

Administrative Duties:

• Perform general office duties including answering phones, responding to emails, and maintaining office supplies
• Maintain company’s filing system (physical and electronic)
• Manage operations and administrative tasks to support the smooth functioning of the company.
• Maintain accurate and organized records, both physical and digital.
• Assist in the preparation of reports and presentations for management.
• Produce a variety of confidential documents for the management team members including correspondence, memos, reports, minutes, budget statements and meeting agendas using a range of word processing and spreadsheet software packages (if applicable).
• Design and maintain records, files and distribution systems for correspondence, reports and minutes within the Administration area. Maintains resident records and storage of terminated records.
• Performs a variety of duties related to the staffing for the facility including maintaining timekeeping records for staff for payroll purposes, as well as, maintaining related records such as staff names, addresses, phone numbers and availability for work.

Hiring & Human Resources Duties:

• Assist with new hires procedures and orientation
• Coordinate the recruitment process for hiring vacancies, including posting job advertisements, preparing employment agreements, processing background checks and scheduling training
• Maintain employee records and handle HR-related tasks such as attendance tracking and benefits administration.
• Complete Payroll Change forms for changes to employee data (i.e. wage rates, status, address, banking info, etc.).
• Monitor employee status changes and update wage rates & benefits options as required.
• Complete documents required by HRDC, Sunlife & WCB.
• Collect completed benefit forms, review information and forward to Payroll Dept.
• Answer employee’s payroll and benefit questions, refer to Payroll Dept. when necessary.
• Provide information and data as requested by the Payroll Dept.
• Management of our subcontractor folders – ensuring that items like WCB, CPSI, Criminal Record Checks & Insurance are current.
• Assist with updates/ development of HR policies and procedures.

Qualifications:

Language requirements:

1. Fluency in English (both verbal and written)

2. Proficiency in Chinese Mandarin and/or Cantonese

• Proven 5-year experience in Canada as a bookkeeper and (Administrative Assistant / HR Coordinator), or in a related role, with the ability to handle sensitive materials with a high degree of tact and discretion (mandatory).
• College Diploma in a relevant field and/or equivalent experience.
• Ability to communicate clearly and professionally
• Strong knowledge of bookkeeping principles and practices in Canada
• Excellent attention to detail and accuracy in data entry
• Proficiency in accounting software such as QuickBooks
• Experience with account reconciliation and bank statement reconciliation in Canada
• At least 3 years experience with payroll processing, T4’s a, T5018, WCB and EHT requirements
• Ability to manage fast-changing business circumstances, thrive in a constantly changing business environment and handle multiple (and sometimes conflicting) deadlines
• Achievements of accomplishing tasks with enthusiasm and concern for all areas involved, no matter how big or small.
• Strong organizational skills, time management skills and ability to prioritize tasks effectively
• Ability to work independently as well as part of a team
• Self-motivated and proactive.
• Optional previous experience with multi and remote locations.

– This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as requested by the employer.

– All successful applicants must pass the vulnerable sector Criminal Record Check applicable to Provincial guidelines.

We thank all the candidates for your time and interest in applying for the position. However, only those selected for the interview will be contacted.

Artquaswim is an equal opportunity employer and encourages women, Aboriginal people, person with disabilities and member of visible minorities to apply. We seek to hire individuals with diverse characteristics, background and perspectives. We strongly believe that world class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion and disabilities but enrich itself through these differences.

Job Types: Part-time, Permanent

Pay: $27.00-$32.00 per hour

Expected hours: 15 – 20 per week

Benefits:

• Work from home

Flexible language requirement:

• French not required

Schedule:

• 4 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Payroll: 3 years (required)
• QuickBooks: 5 years (required)
• Bookkeeping: 5 years (required)
• Human Resources: 2 years (preferred)
• Administrative: 5 years (required)

Language:

• English (required)
• Chinese (required)

Work Location: Hybrid remote in Burnaby, BC V5B 4W2