Bookkeeper Admininstration Assistant

Job Description

Job Description

About the Role
We are looking for a detail-oriented Bookkeeper – Sales Support to join our team. This role is responsible for accurate, timely entry of all sales-related and bookkeeping information. You will support the sales staff by entering purchase orders, sales orders, bills, and invoices, as well as handling general bookkeeping duties focused on accounts receivable, reconciliations, and reporting. This position does not handle accounts payable.

Key Responsibilities

Sales Support & Data Entry

• Enter customer purchase orders (POs), sales orders, and invoices into QuickBooks.
• Ensure all sales information is complete and accurate (pricing, terms, quantities, customer details).
• Set up and maintain customer accounts and contact information.
• Track order status and provide updates to sales staff as needed.
• Work closely with sales staff to resolve discrepancies or missing information on POs and sales orders.

Accounts Receivable & Bookkeeping

• Record customer invoices, credit memos, and payments in QuickBooks.
• Apply payments to open invoices and maintain accurate accounts receivable aging.
• Prepare and send customer statements and payment reminders as directed.
• Reconcile bank accounts and credit card statements on a regular basis.
• Assist with month-end and year-end tasks, including reconciliations and basic reporting.
• Maintain organized electronic and/or paper filing systems for all accounting and sales support documents.

Reporting & Administration

• Prepare basic financial and sales reports using QuickBooks and Excel (e.g., AR aging, sales summaries).
• Support management and sales staff with information requests related to customer accounts, invoices, and payments.
• Help improve and document procedures for order entry, invoicing, and receivables.

Qualifications

Candidates should meet  one of the following:

• Accounting/Bookkeeping diploma or related post-secondary education,  OR
• Minimum of 2 years of bookkeeping or accounting clerk experience (preferably in a sales- or order-driven environment).

Required Skills

• QuickBooks: Hands-on experience entering invoices, receipts, and performing reconciliations.
• Microsoft Office: Proficient with Outlook, Word, and especially  Excel (basic formulas, sorting, filtering, formatting).
• Accurate and efficient data entry with strong attention to detail.
• Basic understanding of accounting principles, especially accounts receivable and bank reconciliations.
• Ability to organize work, manage multiple tasks, and meet deadlines.
• Clear written and verbal communication skills.

Personal Attributes

• Reliable, trustworthy, and able to handle confidential financial and customer information.
• Detail-oriented and proactive, able to work independently once trained.
• Team player with a service-oriented mindset toward supporting the sales team and management.