Bookkeeper/Office Manager

trainalberta; North Gate Village; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Benefits after 3 months

Autonomy and stability

Job summary

trainalberta seeks an experienced Bookkeeper / Office Manager to support daily operations in Alberta's energy services sector. You will manage accounts payable/receivable, payroll processing, vendor and customer documentation, and financial reporting, reporting to Ownership.

The role requires at least five years of relevant experience, proficiency in QuickBooks and ADP, strong Excel skills, and excellent organizational abilities.

Qualifications

• Minimum five years of relevant experience within oilfield, energy services, trucking, transportation or related industry.
• Proficiency with QuickBooks and ADP payroll processing.
• Strong Microsoft Word and Excel skills.
• Experience with PDF programs and electronic documentation.
• Digital and physical file management; comprehensive bookkeeping.
• Familiarity with online client, government and reporting portals.

Responsibilities

• Support and manage administrative and financial functions of day-to-day operations.
• Process accounts receivable and vendor documentation; manage documentation.
• Maintain accurate customer and vendor records; follow up on outstanding items.
• Process accounts payable and reconcile vendor records.
• Manage company credit cards and payroll across online portals.
• Coordinate year-end payroll requirements (T4s, T2200s) and related docs.
• Ensure compliance with Alberta/Saskatchewan WCB requirements and filings.
• Prepare financial reporting and month-end documentation.
• Manage fleet licensing, registrations, IFTA, and prorate reporting.
• Maintain organized, current company files and records and provide admin support to Ownership.

Skills

QuickBooks

ADP Payroll

Microsoft Word

Microsoft Excel

PDF Tools

Digital File Management

Bookkeeping

Financial Administration

Tools

QuickBooks

ADP

Excel

Word

PDF Software

Online Portals

Job description

Professional Attributes

• Mature and professional judgment with a high level of discretion and confidentiality
• Strong written and verbal communication skills
• Advanced critical-thinking, analytical, and problem-solving abilities
• Exceptional organizational, task-management, and time-management skills
• A high degree of personal accountability and attention to detail
• The ability to work independently and be fully self-managed
• Strong follow-through and a commitment to completing tasks accurately and on time
• The ability to identify priorities and act on them without waiting for direction
• Confidence communicating with ownership, employees, clients, vendors, accountants, government agencies, and other external stakeholders
• The ability to manage several competing priorities in a fast-paced operational environment
• A strong sense of urgency while maintaining accuracy and professionalism
• Adaptability and the ability to respond appropriately when operational priorities change
• A proactive mindset and willingness to take ownership of the administrative function
• Reliability, consistency, sound judgment, and professional integrity

Hours & Work Environment

The regular position is Monday to Friday, 40 hours per week. However, candidates must understand that we operate within the energy services and transportation industries, where operational requirements do not always occur within traditional office hours. The successful candidate must have a reasonable degree of flexibility and responsiveness when time-sensitive operational or administrative matters arise outside regular office hours. This does not mean routinely working extended hours; rather, we require someone who understands the nature of the industry and recognizes that payroll, fleet, client, employee, compliance, or operational matters may occasionally require timely attention. We are specifically looking for a candidate interested in becoming a long-term, sustainable member of the organization who values stability, accountability, and taking ownership of their position.

Key Responsibilities

• Reporting directly to Ownership, the Bookkeeper / Office Manager is responsible for supporting and managing the administrative and financial functions that revolve around the company’s day-to-day operations.
• Process accounts receivable internally and through online client portals.
• Maintain accurate and current customer documentation.
• Track submissions and follow up on outstanding requirements as necessary.
• Process accounts payable using various methods of remittance.
• Maintain accurate vendor documentation and payment records.
• Manage company credit cards and associated reconciliation/documentation.
• Manage and process payroll through the online payroll portal twice monthly.
• Maintain accurate and current payroll and employee records.
• Coordinate year-end payroll requirements, including T4s, T2200s, and related documentation.
• Manage WCB requirements for Alberta and Saskatchewan.
• Administer employee benefits.
• Process and remit PST, GST, and other required government filings.
• Coordinate documentation and reporting with the company’s off-site accountant.
• Complete journal entries, banking, and reconciliations.
• Prepare financial reporting.
• Complete month-end processes.
• Prepare fiscal year-end documentation for the off-site accountant.
• Manage fleet licensing and registrations.
• Coordinate IFTA and Prorate requirements and online reporting.
• Maintain current fleet records and documentation.
• Support fleet asset management and associated administrative requirements.
• Maintain organized, accurate, and current company files and records.
• Ensure documentation remains current and accessible at all times.
• Maintain office supplies.
• Track deadlines, renewals, reporting requirements, and outstanding administrative items.
• Provide administrative and operational support to Ownership.
• Communicate professionally with employees, customers, vendors, government agencies, and other stakeholders.
• Identify administrative issues requiring attention and proactively work toward resolution.
• Perform additional administrative and operational duties as required.

Requirements

• The successful candidate will have a minimum of five years of relevant experience within the oilfield, energy services, trucking, transportation, or a closely related industry, along with a comprehensive understanding of bookkeeping and office administration.
• QuickBooks
• ADP and payroll processing
• Microsoft Word and Excel
• PDF programs and electronic documentation
• Digital and physical file management
• Bookkeeping and financial administration
• Online client, government, and reporting portals

This position requires significantly more than technical bookkeeping knowledge. We are looking for an individual with advanced organizational and task-management skills who understands the importance of maintaining live, current, accurate, and readily accessible documentation at all times.

Benefits

• Competitive salary
• Benefit package after three months
• A stable position with significant responsibility and autonomy