The Role
Manage day-to-day bookkeeping, payroll, accounts receivable/payable, government filings (GST/PST), month- and year-end reporting, fleet licensing/IFTA/prorate, and general office administration. Maintain current, accurate financial and operational records, coordinate with off-site accountant, and provide administrative support to ownership while ensuring compliance and timely processing.
Summary Generated by Built In
Energy services company serving Alberta and Saskatchewan seeking an experienced, capable, and highly self managed Bookkeeper/Office Manager to join our organization on a long-term basis.
This is a key position within our company and requires an individual who demonstrates mature professional
judgment, exceptional communication skills, advanced critical-thinking and problem-solving abilities, personal
accountability, discretion, and a high degree of independence.
The successful candidate will be someone who takes ownership of their responsibilities, anticipates what
needs to be done, and can confidently manage competing priorities without requiring continuous direction or
supervision.
Documentation cannot be allowed to accumulate or be completed retrospectively. Records, reporting
requirements, fleet information, financial documentation, employee information, and operational files must
remain current as part of the normal daily workflow.
The successful candidate must therefore demonstrate an exceptional ability to prioritize, track, follow through,
meet deadlines, and independently manage multiple ongoing responsibilities.
Professional Attributes
• Mature and professional judgment with a high level of discretion and confidentiality
• Strong written and verbal communication skills
• Advanced critical-thinking, analytical, and problem-solving abilities
• Exceptional organizational, task-management, and time-management skills
• A high degree of personal accountability and attention to detail
• The ability to work independently and be fully self-managed
• Strong follow-through and a commitment to completing tasks accurately and on time
• The ability to identify priorities and act on them without waiting for direction
• Confidence communicating with ownership, employees, clients, vendors, accountants, government
agencies, and other external stakeholders
• The ability to manage several competing priorities in a fast-paced operational environment
• A strong sense of urgency while maintaining accuracy and professionalism
• Adaptability and the ability to respond appropriately when operational priorities change
• A proactive mindset and willingness to take ownership of the administrative function
• Reliability, consistency, sound judgment, and professional integrity
Hours & Work Environment
The regular position is Monday to Friday, 40 hours per week.
However, candidates must understand that we operate within the energy services and transportation
industries, where operational requirements do not always occur within traditional office hours.
The successful candidate must have a reasonable degree of flexibility and responsiveness when time-sensitive
operational or administrative matters arise outside regular office hours.
This does not mean routinely working extended hours; rather, we require someone who understands the nature
of the industry and recognizes that payroll, fleet, client, employee, compliance, or operational matters may
occasionally require timely attention.
We are specifically looking for a candidate interested in becoming a long-term, sustainable member of the
organization who values stability, accountability, and taking ownership of their position.
Key Responsibilities
Reporting directly to Ownership, the Bookkeeper / Office Manager is responsible for supporting and managing
the administrative and financial functions that revolve around the company's day-to-day operations.
Accounts Receivable
- Process accounts receivable internally and through online client portals
- Maintain accurate and current customer documentation
- Track submissions and follow up on outstanding requirements as necessary
Accounts Payable
- Process accounts payable using various methods of remittance
- Maintain accurate vendor documentation and payment records
- Manage company credit cards and associated reconciliation/documentation
Payroll & Employee Administration
- Manage and process payroll through the online payroll portal twice monthly
- Maintain accurate and current payroll and employee records
- Coordinate year-end payroll requirements, including T4s, T2200s, and related documentation
- Manage WCB requirements for Alberta and Saskatchewan
- Administer employee benefits
Government & Financial Reporting
- Process and remit PST, GST, and other required government filings
- Coordinate documentation and reporting with the company's off-site accountant
- Complete journal entries, banking, and reconciliations
- Prepare financial reporting
- Complete month-end processes
- Prepare fiscal year-end documentation for the off-site accountant
Fleet & Asset Administration
- Manage fleet licensing and registrations
- Coordinate IFTA and Prorate requirements and online reporting
- Maintain current fleet records and documentation
- Support fleet asset management and associated administrative requirements
Office & Operational Administration
- Maintain organized, accurate, and current company files and records
- Ensure documentation remains current and accessible at all times
- Maintain office supplies
- Track deadlines, renewals, reporting requirements, and outstanding administrative items
- Provide administrative and operational support to Ownership
- Communicate professionally with employees, customers, vendors, government agencies, and other
stakeholders - Identify administrative issues requiring attention and proactively work toward resolution
- Perform additional administrative and operational duties as required
The Person We Are Looking For
This position is best suited to an experienced professional who is comfortable being trusted with significant
responsibility and autonomy.
You should be someone who can walk into the office, assess priorities, organize your workload, and identify
what requires attention.
You understand that excellent administration means that records are current, deadlines are anticipated rather
than missed, outstanding items are followed through to completion, and Ownership can rely on the information
being accurate when it is needed.
You communicate clearly, ask appropriate questions when clarification is genuinely required, exercise sound
judgment when it is not, and recognize when an issue needs to be escalated to Ownership.
Above all, we are looking for a capable, dependable, self-directed professional who wants to establish
themselves in the position and contribute to the company over the long term.
Requirements
The successful candidate will have a minimum of five years of relevant experience within the oilfield, energy
services, trucking, transportation, or a closely related industry, along with a comprehensive understanding of
bookkeeping and office administration.
Strong working knowledge and proficiency are required in:
• QuickBooks
• ADP and payroll processing
• Microsoft Word and Excel
• PDF programs and electronic documentation
• Digital and physical file management
• Bookkeeping and financial administration
• Online client, government, and reporting portals
This position requires significantly more than technical bookkeeping knowledge. We are looking for an individual
with advanced organizational and task-management skills who understands the importance of maintaining live,
current, accurate, and readily accessible documentation at all times.
Benefits
What We Offer
- Competitive salary
- Benefit package after three months
- A stable position with significant responsibility and autonomy
- The opportunity to become a trusted, long-term member of an established energy services company
Skills Required
- Minimum five years relevant experience in oilfield, energy services, trucking, transportation, or closely related industry
- Proficiency with QuickBooks
- Experience with ADP and payroll processing (bi-monthly payroll, T4s, T2200s)
- Strong working knowledge of Microsoft Word and Excel
- Experience with PDF programs and electronic documentation management
- Digital and physical file management and document retention practices
- Bookkeeping and financial administration skills including journal entries, banking, reconciliations, and month-end
- Experience with online client, government, and reporting portals (GST/PST remittance, IFTA/prorate reporting)
- Knowledge and administration of WCB requirements for Alberta and Saskatchewan
- Strong organizational, time-management, communication, discretion, and ability to work independently
Am I A Good Fit?
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The Company
What We Do
Train Alberta Inc. is an innovative online training provider committed to empowering businesses and individuals to achieve their goals through impactful training, offering a comprehensive catalogue of educational and training products.
