Accounting Bookkeeper

Don Wilson Mechanical Ltd. (DWM) is a leading mechanical and sheet metal contractor serving the Kingston area for over 40 years.

Mechanical Vision Group Inc. (MVG) is a young and dynamic mechanical and plumbing, heating, air conditioning contractor in its second year of operation.

DWM and MVG are committed to quality and client satisfaction. We strive to deliver exceptional mechanical design and construction services and maintain strong client, supplier, and subcontractor relationships.

The Role

We need a highly organized, driven, and detail-oriented bookkeeper and office administrator to grow with us to the highest level possible. You will be responsible for managing all aspects of construction bookkeeping, financial record-keeping, and administrative support related to construction. The ideal candidate will have a background in construction bookkeeping, Quickbooks Desktop experience, and excellent communication skills.

Responsibilities

1. General
   • Perform bookkeeping tasks, including maintaining accurate financial records, journal entries, and general ledger maintenance.
   • Manage all financial aspects of the business and multiple construction projects including accounts payable/receivable and payroll.
   • Conduct job costing, track and manage business and project expenses to ensure they are appropriately recorded in the accounting system.
   • Reconcile bank accounts and credit cards.
   • Prepare reports for management and year-end financial closing.
   • Manage inter-company transactions.
2. Accounts Receivable (AR)
   • Manage accounts receivable, processing invoices, payments, tracking payments, and following up on outstanding balances.
   • Process customer invoices weekly for manufacturing.
   • Process progress billing and holdback monthly in accordance with contract terms.
3. Accounts Payable (AP)
   • Process vendor and contractor invoices, employee expenses, and reimbursements. Review invoices to match purchase orders and contracts.
   • Prepare payments to vendors, including cheques, electronic transfers, or wire payments.
   • Maintain a clear and organized filing system for vendor invoices and supporting documentation.
   • Ensure payments are made within the agreed-upon terms to avoid late fees and maintain good vendor relationships.
   • Maintain positive relationships with suppliers and resolve any issues that may arise related to accounts payable.
4. Payroll
   • Manage and process payroll and remittances and maintain employee records.
   • Ensure employees are paid accurately and on time.
   • Ensure compliance with employment laws and tax regulations related to payroll.
   • Respond to employee inquiries regarding payroll, including questions about pay discrepancies, deductions, and benefits.
5. Reporting
   • Prepare and maintain weekly reports including balance sheets, accounts payable, and account receivable.
   • Prepare and file payroll, HST remittances, and other reports.
   • Maintain records and assist in audits or financial reviews as needed.
6. Office Administration
   • Perform general clerical duties such as filing, photocopying, couriering, etc.
   • Provide support to management for business operations, financial analysis, and special projects.
   • Provide human resources support and maintain employee files and records.
   • Provide project management support with contract administration and document control.
   • Provide health and safety support and document control.

Qualifications

• 4+ years of bookkeeping experience, preferably in the construction industry.
• Strong knowledge of construction accounting principles, including job costing and progress billing.
• Proficiency in QuickBooks Desktop.
• Familiarity with provincial/federal tax regulations, WSIB, and compliance requirements.
• Strong attention to detail and ability to meet deadlines in a fast-paced environment.
• Excellent communication and organizational skills.
• Analytical Thinking: Ability to analyze financial data and identify discrepancies.
• Integrity: Maintain confidentiality and integrity in handling financial information.
• Team Player: Work collaboratively with the finance team and other departments.
• Adaptability: Ability to adapt to changing priorities and work under pressure.