We are seeking a service orientated, highly organized and detail-oriented Project Accounting Specialist to join our team full-time. The successful candidate will be responsible for supporting the sales & production teams in maintaining financial records within a project-based environment and all company business operations by using QuickBooks Desktop to process the full cycle of accounting transactions.

The ideal candidate is an exceptional accountant AND a people person and team player. You understand that the production team is your client, and you strive to support them in creating spectacular events. You're upbeat and flexible. You have a sense of fun and probably love getting out in the city to try new restaurants & experience live events & music.

Past jobs show you figure things out, take initiative, handle admin tasks, and have high attention to detail and accuracy. You juggle multiple deadlines, get along with all kinds of people, and can pivot tasks without missing a beat. If you enjoy supporting a team, and thrive in a fast-paced setting, we encourage you to apply.

This position is mostly remote, requiring attendance at monthly in person company meetings & socials in the co-working space office. There is possible annual travel to the Calgary, Toronto, or Montreal offices.

If you are the person with the right qualifications and characteristics to be a successful member of our team, please submit your resume and cover letter. Applications will be collected only through Indeed.com

Using QuickBooks Desktop, the Project Accounting Specialist will manage the full cycle accounting process for two companies to ensure accurate financial records. This includes accounts payable and receivable, GST remittances, bank and credit card reconciliations, client payment schedules, and project reporting. The training program for this role is structured in two phases.

In conjunction with the Senior Project Accounting Specialists, you will:

Phase One

Timeline: 1 - 8 Months approximately

Banking & Reconciliations 25%

• Daily bank reconciliations of project customer deposits, fees, expenses and taxes
• Bank transfer and corresponding Journal entries
• Monthly Credit Card account reconciliations
• Monitor Credit Card Limit and make partial payments if necessary
• Review of payables, prepare and process cheque runs (semi-monthly)
• Prepare cheque run analysis report - Analyze vendor invoices based on client deposits received
• Set up Wires and batch EFTs
• Send EFT remittances to suppliers
• Reply to vendors inquiries about missing payments
• Receive payments and ensure timely collection of accounts receivable.
• Complete follow up weekly using QB A/R report and record comments
• Ecommerce reconciliation as needed
• GST/HST filing

Reporting 15%

• Compile data and prepare a variety of reports for management & departments
• Present accounting updates in National meeting with Power Point slides
• Month End Financial Reporting with commentary
• Analyze budget spend, over/under
• Monthly review of company overhead accounts for accuracy

General Accounting Tasks 15%

• Input data accurately, prepare and maintain accounting documents and records
• Provide assistance and support to other departments
• Innovate, implement and administer reporting and monitoring process
• Function in accordance with established standards, procedures, and applicable laws
• Investigate questionable data and recommend actions to resolve discrepancies.
• Year End Financial Compilation
• Complete year end reconciliations & reports for CPA
• Foreign exchange journal entries
• Quarterly/annual filing and remittance of Worker’s Compensation in applicable provinces
• Quarterly reporting of SOCAN and RE: Sound Fees via Entandem
• Manage credit card applications, cancellations and rewards program
• Develop annual expense budgets
• Regular accounting support and vacation coverage for fuze entertainment

Client Contracts 15%

• Create client payment schedule & post invoices
• Complete checklist items project set up (Nexonia, Clockify, Inunison etc.)
• Receive sponsor payments and reconcile

General Administrative duties 5%

• Manage email accounts for self, Accounting and Vendor
• Prepare monthly accounting schedule and update deadlines in the team calendar
• Accounting manual updates
• Manage company expenses and approve purchases for office supplies
• Communicate effectively in person and through email
• Employee onboarding, training and off boarding
• Assist with insurance, contracts and company administration
• Other duties as assigned

Phase Two

Timeline: This training will begin after 6 - 8 months of employment with the company.

Project Accounting Management 25%

• Strong communication & customer service skills to ensure smooth & successful client interaction with clients regarding deposit schedule questions, outstanding payments
• Divide project assignments based on each Project Accounting Specialist’s availability and whether it is a repeat or new client
• Issue daily sales invoices to customers
• Work with the project team to provide final project reports, complete the final billing checklist, reconcile differences, and prepare final invoice with supporting documentation
• Work with contractor leads. Meet before the budget is built to go over a checklist to ensure they understand how to use the template
• Closing Project Cash reconciliation and transfers
• General journal entries for reconciling work in progress accounts
• Complete final closing project checklist
• Attend biweekly project team meeting

• Full competency in QuickBooks Desktop is required (QuickBooks Online knowledge is an asset)
• A minimum of 3 years of proven accounting experience
• A diploma or equivalent certification in bookkeeping is an asset. Extensive on the job experience is highly valued in lieu of formal certification
• Customer service background
• Advanced working knowledge of MS Office, Gmail, Google (Drive, Docs, Sheets) and Dropbox required
• Advanced Excel knowledge
• Accuracy and attention to detail
• Aptitude for numbers
• Experience presenting information in company team meetings with comfort
• Well organized and the ability to work independently
• A demonstrated self-starter with the ability to take initiative
• Excellent organizational skills with the ability to prioritize and manage competing deadlines
• Project based accounting experience preferred
• Salesforce knowledge is an asset
• English is required. Fluency in French would be a strong asset