Finance and Administration Manager (Edmonton)

Overview Soul Mechanical is a growing mechanical contractor specializing in HVAC, plumbing, and refrigeration service and maintenance for multi-family apartments, condo buildings, and design-build projects in Edmonton and surrounding areas. We’re a tight-knit team that values reliability, accountability, and great service. We’re looking for a highly organized, detail-oriented Finance & Administration Manager to own our day-to-day accounting (accounts payable and receivable), month-end processes, GST filings, and core office administration. This is a hands-on role where you will be the primary person responsible for keeping our books accurate, our cash flow organized, and our admin functions running smoothly. Responsibilities Finance, Bookkeeping & Month End (AR and AP Reporting) - Take ownership of full-cycle bookkeeping for Soul Mechanical - Match invoices to purchase orders, work orders, and supporting documentation - Prepare and process payments (EFTs, cheques, credit card payments) for vendors - Monitor accounts payable aging and proactively resolve overdue or disputed items - Prepare and send customer invoices for service work, maintenance contracts, and projects - Ensure invoices are accurate, complete, and aligned with quotes, contracts, and change orders - Apply customer payments (EFT, cheque, credit card) and reconcile customer accounts - Perform monthly reconciliations, including: Bank accounts, Credit cards, Vendor statements, etc - Key balance sheet accounts as required - Complete month-end reporting, including preparing financial reports and summaries for management (e.g., AR/AP aging, cash flow views, key variances) - Prepare and file GST returns accurately and on time, ensuring supporting documentation is organized and available - Maintain organized digital and physical records for all financial documents and ensure they are audit-ready Administrative and HR support - Support general office administration, including answering and directing phone calls and emails in a professional and friendly manner - Coordinate and administer employee benefits (enrollments, changes, terminations, and communication with providers) - Maintain accurate records for benefits and support recent hire onboarding and offboarding from benefit plans - Organize and maintain digital filing systems for finance and administration (invoices, contracts, job files, statements) - Coordinate with technicians and project managers to gather missing information for billing and job costing - Help track and update spreadsheets or dashboards related to jobs, billings, payments, and key financial metrics - Assist with onboarding paperwork for new hires (forms, banking info, basic system setup) in coordination with management Vendor, Customer & Internal Coordination - Act as a primary point of contact for vendors regarding invoices, payments, and account questions - Communicate with customers regarding billing questions, statements, and payment arrangements - Work closely with the Strategic Director and management to flag issues such as underbilling, unpaid invoices, unusual charges, or cash flow concerns - Recommend and help implement improvements to AP, AR, month-end, and administrative processes to increase accuracy and efficiency Required Experience - 3+ years of experience in bookkeeping, accounting, or a finance/admin role with responsibility for AP, AR, and reconciliations - Proficient with QuickBooks – comfortable managing AP, AR, reconciliations, reporting, and GST within the system - Solid understanding of accounting principles (debits/credits, AP, AR, accruals, reconciliations) - Experience completing month-end reconciliations and preparing basic management reports - Experience preparing and filing GST returns - Strong skills with Excel or spreadsheets (sorting, filters, basic formulas, lookups an asset) - High attention to detail and accuracy in data entry and financial records - Strong organizational and time management skills; able to manage priorities independently - Clear and professional written and verbal communication Additional Experience Preferred - Experience with HR - Experience in construction, trades, or a mechanical/HVAC/plumbing environment - Experience with job costing or project-based billing - Familiarity with digital filing systems (e.g., OneDrive, SharePoint) - Experience supporting budgeting, forecasting, or basic KPI tracking - Detail-oriented and thorough – cares deeply about accuracy and clean books - Reliable and accountable – takes ownership of deadlines and deliverables - Comfortable handling confidential financial and payroll-related information - Problem-solver – investigates discrepancies and follows issues through to resolution - Business-minded – understands how good financial information supports decision-making - Team player – works well with technicians, office staff, management, vendors, and customers What We Offer Competitive compensation based on experience Opportunity to build and improve the finance/admin function in a growing mechanical contractor Direct collaboration with the Strategic Director and leadership team Benefits package A supportive, down-to-earth team environment that values accuracy, accountability, and initiative How to Apply Please submit your resume and a brief cover letter explaining: Your experience with QuickBooks, AP/AR, month-end reconciliations, and GST filings An example of how you improved a financial or administrative process in a previous role Job Types: Full-time, Permanent Pay: $48,000.00-$68,000.00 per year Benefits: - Dental care - Employee assistance program - Extended health care - Vision care Application question(s): - Are you legally able to work in Canada? - Do you have a valid drivers license? Work Location: In person Apply on Kit Job: kitjob.ca/job/2oui6h