Senior Branch Administrator

Allmar-Inc.; Calgary; On-site; CAD 60,000 - 70,000; Full time

Job summary

Allmar-Inc. in Calgary, AB is seeking a Senior Branch Administrator responsible for accounts receivable, accounts payable and branch administration.

The role involves supervising staff, ensuring accurate invoicing, and coordinating with Head Office departments to maintain cash flow and contract compliance. You will work closely with sales, customers, and vendors, manage month-end close for A/R and A/P, and support branch operations with strong data entry and ERP proficiency.

Qualifications

• Minimum 2-year post-secondary accounting certificate or degree preferred.
• 3-5 years’ experience in billing, accounts receivable, collections, accounts payable or related work experience.
• Construction industry experience an asset.
• Proficient computer skills in MS Office (Excel, Word, Outlook, Teams).

Responsibilities

• Oversee and guide completion of accounts receivable tasks including: processing customer invoices and collections.
• Oversee and guide completion of accounts payable tasks including vendor invoices and payments.
• Maintain vendor filing system, including invoices, reports and packing slips.
• Coordinate with Head Office on contracts, bonds, insurance, and certificates.
• Assist in month end processes by closing A/R and A/P in a timely manner.
• Respond to customer and vendor inquiries in a timely manner.

Skills

Math skills

Attention to detail

Organizational skills

Communication skills

Multi-tasking

Willing to work overtime

MS Office

Education

2-year accounting certificate

Accounting degree

Tools

MS Office

Excel

Word

Outlook

Teams

Job description

Salary Range: $60,000.00 To $70,000.00 Annually

JOB SUMMARY

The Senior Branch Administrator is expected to have a very clear understanding of accounts receivable and accounts payable processes as well as a demonstrated ability to supervise employees carrying out these functions. They follow Company policies overseeing and/or carrying out certain accounts receivable and accounts payable tasks while also supporting the Branch Manager/Branch Manager Designate in completing projects. The Senior Branch Administrator communicates directly with salespeople, customers and vendors while acting as the key administrative liaison with the Head Office Accounts Payable and Corporate Credit Departments.

JOB RESPONSIBILITIES

Oversee and guide completion of, or complete accounts receivable tasks including:

• Facilitate submission of customer credit applications to the Corporate Credit Department for processing and approval, assisting salespeople as needed.
• Post and distribute daily customer invoices.
• Enter deposits and apply payments in ERP system.
• Collect receivables and follow up on past due amounts and short payments in a timely manner.
• Maintain and document collection activity.
• Reconcile customer accounts as needed.
• Communicate with salespeople to ensure accuracy and completeness of customer billing, and regarding balances owing.
• Assist in month end processes by closing A/R and A/P in a timely manner.
• Assist Salespeople and Project Managers to communicate with customers about payment terms that differ from Allmar’s standard terms.
• Participate in weekly branch meetings to learn about any customer issues and to communicate the need for help with collections.
• Respond to customers, employees and Head Office inquiries in a timely manner.
• Assist Branch Manager/Branch Manager Designate with upholding Company credit policies and procedures.
• Continuous administration of contracts including:
  • Contract folder set up to ensure all required information is provided and correctly entered in system
  • Assist Salespeople or Project Managers with review of contract terms.
  • Working with Corporate Credit Department with getting contracts signed.
  • Reconcile contract values quoted with stated amounts in contract and with contract values set up in ERP system.
  • Preparation and Distribution of monthly contract invoices, including holdback invoices.
  • Distribute contract close out and warranty documents.
• In Coordination with Head Office:
  • Complete and distribute statutory declarations for customers.
  • Complete application for bonds.
  • Ensuring completion of contract checklist and forward to Head Office for signing.
  • Distribute certificates of insurance to customers and any other required builder forms.

Oversee and guide completion of, or complete accounts payable tasks including:

• Match vendor invoice to purchase order receipts using ERP system.
• Organize and file receiving reports for audit purposes.
• Manually code non-inventory vendor invoices for payment.
• Submit copies of invoices to Head Office for payment.

Maintain vendor filing system, including invoices, receiving reports, and packing slips.

• Submit vendor credit applications to Head Office for processing and approval.
• Work with purchasers and/or vendors to resolve invoice/purchase order discrepancies and to ensure Company receives vendor credits in a timely manner.
• Review vendor statements to ensure all outstanding invoices are accounted for and credits are properly posted.
• Assist in month end processes by closing A/P in a timely manner.
• Participate in weekly branch meetings to learn about any customer or vendor issues and to communicate the need for help.

Oversee and guide completion of, or complete other tasks including:

• Reconcile and submit replenishment requests for petty cash.
• Lead or assist with inventory count.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong mathematical aptitude
• Strong attention to detail and accuracy
• Excellent organizational skills
• Excellent communication skills, both oral and written
• Ability to prioritize and multi-task
• Strong interpersonal skills
• Flexible and self-motivated
• High level of commitment and accountability to get the job done
• Willing to work overtime as required
• Willing to perform other jobs as required by organizational demands

EDUCATION AND EXPERIENCE REQUIRED

• Minimum 2-year post-secondary accounting certificate or degree preferred.
• 3-5 years’ experience in billing, accounts receivable, collections, accounts payable or related work experience.
• Construction industry experience an asset.
• Proficient computer skills in MS Office (Excel, Word, Outlook, Teams)

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Mainly in an office environment
• Sitting for long periods while working with standard office equipment
• Spend extended hours in front of a computer screen
• Listen carefully to others on the telephone
• Lifting of supplies and materials up to 20lbs