Bookkeeper and Office Administrator

Bookkeeper & Office Administrator

Walter Hiltebrand Marine Services Ltd. (WHMS)

Location: On-Site - Welland, Ontario

Position Type: Full-Time – Regular Hours

About WHMS

Walter Hiltebrand Marine Services Ltd. (WHMS) is a growing marine service company with a strong reputation for quality, reliability, and attention to detail. Our team is hands-on, collaborative, and committed to doing things right—both in the shop and behind the scenes.

As our business continues to grow, we’re looking for a Bookkeeping & Office Administrator to support the administrative and financial functions that keep our team and business running smoothly.

The Opportunity

The Bookkeeping & Office Administrator will coordinate day-to-day, financial and administrative functions that support the business.

This role is ideal for someone who is organized, detail-oriented, proactive, and dependable. Responsibilities include review of payroll, accounts payable and receivable, invoices and payments, financial documentation, vendor coordination, and employee administration.

You’ll also work with our external accounting, insurance, and other service providers. This is a varied role that requires strong organization, confidentiality, attention to detail, and the ability to manage priorities and follow through.

Key Responsibilities

Financial Coordination

• Responsible for accounts payable and accounts receivable
• Process office full-cycle payroll
• Full cycle bookkeeping
• Financial remittance, CRA compliance and data submission
• Provide customer service and communication related to accounts payable and receivable
• Submit and monitor invoices, payments, and financial reporting
• Handle multi-country currency transactions
• Prepare and organize financial documentation for external accountants
• Prepare documentation for year end submissions to accountants
• Follow up on outstanding invoices and assist with general financial administration

Compliance & Business Coordination

• Handle corporate benefits and insurance, documentation, renewals, and related administrative requirements
• Work with WSIB payment and processing
• Coordinate documentation and records required for various business needs
• Help ensure important deadlines, renewals, and requirements are tracked and followed up on

Operations & Administration

• Coordinate day-to-day office operations and general administrative functions
• Manage relationships with certain vendors, including utilities, telecommunications, service providers
• Support internal communication, documentation, and administrative processes

Systems

• Maintain organized digital filing systems, including SharePoint and OneDrive
• Help ensure business information and documents are easy to access and properly maintained

Qualifications

What We're Looking For

• 6+ years of experience in payroll, bookkeeping, accounting administration, or a similar role
• Certified Professional Bookkeepers designation
• Knowledge of full cycle payroll
• Experience with accounts payable and accounts receivable
• Experience with multi-country currencies
• Experience with CARM – CBSA
• Experience and understanding with WSIB, HST/GST, employee health tax, source deductions, and other payroll or government remittances
• Experience coordinating employee benefits and various corporate insurance
• Experience with Sage accounting software
• Strong attention to detail and accuracy, particularly with payroll and financial records
• Excellent organizational and time-management skills, with the ability to manage multiple deadlines
• Strong written and verbal communication skills
• Excellent follow-through and the ability to independently identify and address outstanding items
• Willingness to take part in continuous learning to stay up to date on processes and regulations with regards to bookkeeping requirements
• Proficiency with Microsoft Excel, Microsoft 365, email, and cloud-based systems
• Ability to handle confidential employee and financial information with discretion
• Comfortable working with external accountants, insurance providers, and other business partners
• Ability to work independently while also being a collaborative member of a small team

How to Apply

Please submit your resume and a brief cover letter outlining your experience and why you feel you would be a good fit for the Bookkeeping & Office Administrator – Closing Date Oct 30^th