Office Administrator Conception Bay South

Location:

615 Conception Bay Highway, Conception Bay South, NL

Company: MAE Design Limited

Employment Type:

Full time

MAE Design is an agile and growing design firm dedicated to delivering high-quality project results with professionalism and attention to detail. We’re seeking an organized, proactive, and detail-oriented Office Administrator to oversee daily office operations and support our team with administrative and accounting functions.

• Receive and direct phone calls and email requests.
• Prepare monthly bank and Visa reconciliations.
• Review and approve employee timesheets.
• Prepare employee payroll and monthly expense cheques.
• Submit monthly payroll remittances online.
• Prepare and distribute project deliverables (mail, email, or pickup) and generate invoicing as required.
• Manage accounts payable—enter bills and make payments using Quick Books.
• Prepare project expense reports for invoicing.
• Manage accounts receivable—enter invoices, update company revenue files, send invoices to clients, monitor accounts, and follow up on overdue payments.
• Record payments received in Quick Books, update revenue files, and make deposits.
• Prepare and submit quarterly HST reports.
• Assist with year-end reporting for management and the company accountant.
• Set up new project files and work orders.
• Maintain filing systems and office organization.
• Prepare year-end payroll summaries for review and submission.
• Manage office inventory—order supplies, and coordinate cleaning and kitchen needs.

• Proven experience in office management, bookkeeping, or administrative support.
• Proficiency with Quick Books and Microsoft Office Suite (Excel, Word, Outlook).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in financial and administrative work.

• Supportive and collaborative work environment.
• Chance to be involved in both creative and operational aspects of the business.
• Competitive compensation and benefits package.

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