Account Payable management (Enter vendor bills/purchase receipts and categorize expenses)
Payroll Services:
Payroll processing & benefits plan administration
File and pay payroll deductions (PD7A)
prepare and file T4’s (annually)
prepare and ROE’s - as required
prepare T4A and T5018 (payments made to subcontractors during either the previous fiscal or calendar year)
File T4A and T5018
Office Management services:
General office administration: train and supervise office admin/reception staff in following
Receive and review incoming mail
Answering phones, communication with clients and vendors
Sort and scan all incoming correspondence
Create and mandate filing of documentation
Accounts Receivable Management
Process Quotes/Estimates for potential clients after the job assessment is completed by the project manager/owner.
Produce and issue invoices to clients (weekly/ bi-weekly/monthly: progress billing for ongoing projects, or/billing clients upon job completion per terms of the contract/quote).
Prepare monthly statements and send them to clients
Follow up phone calls to clients for receivables over 30 days (monthly reminders phone + issuing outstanding balance statement)
track billable expenses and properly allocate them to the corresponding project/client for invoicing purposes
Accounts Payable Management
pay vendor invoices per payments terms
monthly reconciliation of vendor accounts
Staffing
Staff time management and time allocation between operating expenses and billable time per project/customer
Create Job descriptions
Manage job postings
Preliminary interview of potential candidates and recommendations to senior management
Prepare Employee Agreements
Set performance expectations for each position, set performance review benchmarks, and conduct performance review (6 months, and afterwards annual review)
Subcontractor Services
maintain subcontractors directory
process/issue payments to subcontractors upon job completion
Other administrative tasks services
preparing profit-loss analysis per job completed (preparing profit/loss analysis per customer/job)
organizing and filing all paper correspondence and documents (convert all paper documentation into electronic copies)
maintain electronic records
respond to the company’s emails (daily)
communicate with clients and/or vendors over the phone if and when required
review current companies management and administration procedures and propose new streamlining procedures to increase efficiency
