Accounting and Administrative Assistant

Reporting to the Assistant Controller, the  Accounting & Administrative Clerk  plays a support role within the Finance team, with responsibilities covering banking, accounts payable, accounting, and office administration. This position is responsible for processing invoices and payments, supporting cash and treasury-related activities, assisting with recurring accounting tasks, and ensuring smooth day‑to‑day office operations. The role requires strong attention to detail, organization, and the ability to manage recurring deadlines while providing reliable administrative support in a fast‑paced, growing organization.

This role will work in a hybrid working environment, requiring a minimum of two days per week in the office.

Core Job Functions
The following are core job functions and may change depending on the need of the company:

Banking

Online banking payments, banking template & positive pay approvals

Correspondence with the bank and other banking duties

Accounts Payable (AP)

Process invoices in the accounts payable system, ensuring timely approvals

Process and reconcile corporate credit card statements and ensure proper receipt documentation

Accounting Support

Prepare monthly journal entries and support routine accounting activities such as preparing credit tracker, manual transfer log & banking reports

Process sales tax filings and payments including Canadian sales taxes (GST/PST) and U.S. state taxes

Complete regulatory and statistical reporting, including Statistics Canada and U.S. Census Bureau wholesale trade surveys

Prepare and submit annual U.S. 1099 MISC reporting in compliance with IRS deadlines

Complete business license renewals and other annual compliance requirements

Office Management

Sort and distribute incoming and manage outgoing mail

Answer and route incoming phone calls in a professional manner

Ordering office supplies, managing office equipment and postage & meters

Coordinating courier and delivery services

Coordinating office maintenance and cleaning requests

Maintaining records for office access fobs, parking, and boardroom bookings

Supporting new employee onboarding activities

Assisting with offsite records storage

Qualifications

Post secondary education in accounting, finance, business administration, or a related field (certificate, diploma, or coursework preferred).

1–3 years of experience in an accounting, administrative, or clerical role preferred

Experience supporting accounts payable, payment processing, or general accounting functions is an asset

Excellent interpersonal and communication skills, both written and verbal across all levels of the organization.

Proficiency with Microsoft Office, particularly Excel, Outlook, and Word

Experience using accounting or invoice processing systems (e.g., AP systems, document management tools) is an asset

Ability to work with payment platforms, credit card statements, and basic journal entries

Strong attention to detail and accuracy

Excellent organizational and time management skills, with the ability to handle recurring deadlines

Ability to manage multiple tasks and shifting priorities in a fast paced environment

Clear, professional verbal and written communication skills

High level of discretion when handling confidential financial and employee information

Strong teamwork skills with the ability to work independently when required

Exceptional time management skills & strong sense of urgency

ADENTRA and each of its flagship brands is an equal opportunity employer and is dedicated to creating an inclusive environment, welcoming applicants from all backgrounds, experiences, and perspectives. As part of our hiring process, candidates may be required to undergo pre‑employment drug testing and background checks unless prohibited by state or local law.

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