Job Summary

Ball Service Group Inc. is committed to operational excellence and a collaborative work environment. We are seeking a proactive Office Administrator (Accounts Support) to support our Finance and Administration teams and ensure smooth office operations across the organization.

The Office Administrator (Accounts Support) will provide practical, consistent, and forward-thinking support in both accounting and office administration. This role is responsible for managing accounts payable and receivable, assisting with financial reporting, and maintaining an organized and efficient office environment. The ideal candidate thrives in a dynamic setting, demonstrates exceptional attention to detail, and communicates effectively at all levels.

What you’ll do

The responsibilities and accountabilities of the Office Administrator (Accounts Support) include but are not limited to the following:

Accounts Payable (AP):

• Process vendor invoices, match them to purchase orders and packing slips, and verify approvals
• Prepare payments (electronic payments and cheques) in a timely manner
• Accurately review vendor invoices with the custom ERP software
• Monitor accounts to ensure payments are up to date, resolving discrepancies when necessary
• Reconcile vendor statements and address any outstanding issues
• Maintain accurate and organized AP files and records

Accounts Receivable (AR):

• Generate and issue customer invoices based on purchase orders
• Monitor receivables and follow up on overdue accounts to ensure timely collections
• Post payments to customer accounts and reconcile discrepancies
• Maintain accurate and up-to-date AR records
• Facilitate and process customer credit card payments

Financial Administration and Assistance:

• Assist in month-end and year-end closing processes by preparing reconciliations and financial reports
• Support the Director of Finance & Administration with audits by providing the required documentation
• Prepare monthly financial job-costing reports
• Assist in documenting and maintaining financial procedures
• Work with the Director of Finance & Administration to develop reports to accurately monitor budget and forecasts on a monthly and yearly basis
• Maintain an up-to-date work-in-progress report for the operating company showing the status of all projects by tracking shipments
• Communicate with internal teams, vendors, and customers to resolve financial queries
• Reconcile credit card statements
• Assist with Finance Department data entry and paperwork
• Sort and file documents according to established filing systems, locate and retrieve documents from files as requested and maintain records of filed and removed materials procedures
• Assist with special projects and coordinate with other team members as required
• Other duties as required by the Finance Department

Office Administration and Assistance:

• Greet visitors, enforce sign-in and PPE protocols.
• Respond to phone, email, and in-person inquiries, redirecting appropriately.
• Assist with the ordering and management of office supplies and consumables inventory.
• Assist in managing website updates and social media accounts.
• Maintain the organization of office spaces, including preparing the boardroom and common areas for meetings.
• Run local errands on behalf of the office (e.g., post office, supplier pick-ups) and purchase materials for meetings and events.

Skills and Abilities:

• Diploma or degree in Accounting, Finance, Business Administration or a related field
• Experience: 2+ years of experience in AP/AR or a similar role
• Proficiency in accounting software (e.g., Sage, QuickBooks, or similar)
• Strong knowledge of Microsoft Office, especially Excel
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple priorities, meet deadlines, and maintain confidentiality.
• Excellent oral and written communication skills.
• Ability to work independently and collaboratively in a fast