Administrative/Accounts Payable Assistant

Company: BG Excavating Limited

Location: Ottawa, ON (On-site)

Employment Type: Full-time, Permanent

Salary Range: $53,000 - $56,000 per year

Work Schedule: Monday to Friday, 7:00 AM – 3:30 PM (flexibility available)

Reports to: Controller

Company Overview

Based in Ottawa, BG Excavating Limited is a heavy civil contractor servicing residential, commercial, and industrial markets in both public and private sectors. We specialize in sewer and water infrastructure, land development, sub-surface drainage, and demolition.

Position Overview

We are seeking a detail-oriented and highly organized Office Administrator/Accounts Payable Clerk to provide financial, administrative, and clerical support to our accounting and project management teams. The primary focus will be accounts payable as well as vendor and client interactions.

Key Responsibilities

• Match vendor invoices with purchase orders and waybills; review and record invoices in the accounting system.
• Code and route all invoices with appropriate backup to project management teams for approval.
• Communicate with vendors and subcontractors regarding payments and missing paperwork.
• Conduct weekly accounts receivable calls and provide cash flow reports to upper management.
• Manage human resources and health & safety records.
• Handle project utility locates and maintain office supply inventory.
• Assist in compiling and preparing payroll hours and expenses.
• Support project management teams with project start-ups by creating files on internal and external portals.
• Maintain and update vendor and subcontractor contact information for efficient communication.
• Assist in preparing and processing progress billings and contract payments.
• Coordinate and track project document submissions, ensuring compliance with deadlines.
• Provide administrative support for procurement, including tracking material orders and deliveries.
• Assist with onboarding new employees by organizing orientation materials and documentation.
• Other duties as assigned.

Qualifications & Experience

Required:

• Minimum 2 years of accounts payable experience or related accounting knowledge.
• Proficiency in Microsoft Office (Excel, Word).
• Exceptional accuracy and attention to detail.
• Demonstrated organizational skills and the ability to multi-task under pressure.
• Strong communication skills and professionalism in dealing with vendors and clients.
• Proven ability to excel in a dynamic, fast-paced environment with a calm, adaptable, and solutions-oriented approach.

Preferred:

• Experience with Sage 100 Contractor or similar accounting software.
• Previous experience in a construction, contracting, or similar industry.

Benefits & Perks (Available after 3 months)

• Extended health insurance
• Dental care
• 5% company match RSP plan
• Paid time off
• Annual staff events

Application Process

If you are a proactive, detail-oriented administrative professional with accounts payable experience and a strong ability to multi-task, we encourage you to apply!

Please send your resume and cover letter to Paula@harbrHR.ca