Bookkeeper/Backoffice Coordinator

Vdspainting; Burnaby; On-site; CAD 30,000 - 60,000; Part time

Job summary

VDS Painting, a premier contractor based in Metro Vancouver, is seeking a dedicated Bookkeeper/Backoffice Coordinator to support project execution through meticulous record-keeping and financial processes. This part-time role requires proficiency in QuickBooks and Advanced Excel, along with strong organizational skills. As part of a transforming team, you will play a vital role in ensuring operational efficiency while maintaining compliance with financial regulations.

Qualifications

• Proficiency in QuickBooks and Advanced Excel is mandatory.
• Experience in bookkeeping, financial reconciliation, and payroll processing.
• Ability to manage multiple administrative and financial responsibilities.

Responsibilities

• Maintain updated tracking files and documentation for all active and closed projects.
• Generate final invoices based on agreed payment terms and process payments efficiently.
• Coordinate project communication channels according to project leader instructions.

Skills

Proficiency in QuickBooks

Advanced Excel

Organizational skills

Time management

Attention to detail

Job description

3 days ago Be among the first 25 applicants

VDS Painting and Decorating Services is a premier painting contractor based in Metro Vancouver, proudly serving Vancouver, North Vancouver, West Vancouver, Burnaby, Richmond, Surrey, and surrounding areas. With a commitment to quality craftsmanship, professionalism, and client satisfaction, we specialize in delivering high-quality interior and exterior painting, specialty coatings, and surface preparation for residential, commercial, and industrial projects.

As a leader in specialized painting services, VDS is undergoing a process of transformation and growth, requiring highly committed and qualified personnel willing to contribute their knowledge and experience to this exciting journey.

We are currently seeking a Bookkeeper/Backoffice Coordinator to join our team and play a key role in ensuring smooth project execution through meticulous record-keeping, administrative coordination, and bookkeeping responsibilities.

Role Overview:

The Bookkeeper/Backoffice Coordinator at VDS Painting and Decorating Services supports project tracking and documentation, procurement, scheduling, managing invoicing, maintaining supplier and customer databases, and financial processes to ensure operational efficiency and client satisfaction.

The ideal candidate is highly organized, detail-oriented, and proficient in QuickBooks and advanced Excel, ensuring accuracy in documentation and financial reporting.

Duties & Responsibilities:

1. Administrative Duties

Projects & Services Tracking: Maintain updated tracking files and documentation for all active and closed projects.

Supplier Registration: Register VDS Painting as a supplier with new customers and secure necessary compliance documents.

Contract Management: Ensure receipt, control, and proper storage (physical & digital) of contract documentation.

• Organize all documentation required for invoicing, including purchase orders, delivery notes, and entry sheets.
• Send and file invoices according to each client's filing procedure.
• Print, classify, and mark relevant physical documentation for proper organization.
• Compliance & Record-Keeping:
• Maintain compliance with WorkSafe clearance and health & safety policies.
• Maintain project records, including photo registers, closing documents, and lessons learned.
• Customer & Supplier Relationships: Maintain and update the customer and supplier database, ensuring contact information is accurate and outdated records are purged.

2. Support in Project Execution

Project Communication: Coordinate project communication channels according to project leader instructions.

• Create templates for work schedules and workforce allocations for tracking labor hours using Vericlock (software).
• Material Procurement: Organize and track paint orders, color sampling, and product datasheets.
• Equipment Coordination: Arrange equipment acquisition or rental, ensuring access to scaffolding, protective gear, and necessary tools.

3. Finance & Accounting Duties

Invoicing & Payments:

• Generate final invoices based on agreed payment terms and process payments efficiently.
• Ensure proper bookkeeping, reconciling accounts payable/receivable and tracking project expenses.
• Financial Record-Keeping & Compliance:
• Maintain financial records, establish, balance, and reconcile various accounts using manual and computerized bookkeeping systems.
• Post journal entries, prepare trial balance reports, and maintain general ledgers.
• Prepare financial statements and ensure compliance with accounting standards.
• Payroll & Tax Processing:
• Calculate and process payroll, utility bills, insurance payments, tax payments, and other financial transactions.
• Complete and submit tax remittance forms, workers' compensation forms, pension contributions, and other government filings.
• Prepare tax returns and provide bookkeeping support for personal accounting tasks.
• Financial Reporting: Generate statistical, financial, and accounting reports for management analysis and decision-making.

Qualifications & Skills:

Proficiency in QuickBooks and Advanced Excel (mandatory).

Strong organizational and time management skills.

Experience in bookkeeping, financial reconciliation, and payroll processing.

Ability to manage multiple administrative and financial responsibilities.

Knowledge of financial regulations, tax filings, and compliance requirements.

Excellent attention to detail and ability to maintain confidentiality.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Accounting/Auditing and Finance

• Industries

  Construction

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