Company Description:
Landmark Surveys & Engineering is seeking an experienced and well-rounded Office and Accounts Coordinator to join our growing team in NL.
Serving Newfoundland & Labrador since 1974, Landmark is the largest independent land surveying & geomatics engineering firm in Newfoundland. We are proudly 100% Newfoundland & Labrador owned and operated. Landmark offers specialized services in legal land surveying, lands management & administration, UAV LiDAR & photogrammetry, GIS, marine hydrography, LiDAR scanning, construction layout, topographic surveys, dimensional control, precision surveying, drafting, and general survey consulting.
Job Description:
The Office and Accounts Coordinator is responsible for managing financial, administrative, and operational functions to ensure efficient business processes. This role includes overseeing project logs, progress reporting, and timesheet management while ensuring compliance with financial policies and contract budgets.
Key responsibilities include preparing invoices, processing accounts payable and receivable, and managing payroll in accordance with federal and provincial regulations. The individual will assist in financial reporting, tax filings (GST/HST remittances), cash flow monitoring, and budget forecasting, as well as general reception/administration duties.
Additionally, the role involves supporting business operations through scheduling, documentation, procurement, and vendor coordination. The coordinator will also assist with HR functions such as onboarding, maintaining personnel files, and ensuring compliance with occupational health and safety standards. They will research funding opportunities and contribute to business development through proposal writing and client communication.
This position requires strong organizational skills, attention to detail, and the ability to work collaboratively with internal teams and external partners to maintain smooth business operations
Key and Periodic Activities:
The duties and responsibilities listed below are representative but not all-inclusive:
- Management of project logs, progress reporting, and timesheets.
- Prepare invoices for service billing and reconcile against contract budgets.
- Process accounts payable and receivable data.
- Auditing of accounts, expense claims and timesheets.
- Implementing best business practices.
- Communicate and interact with clients.
- Respond to inquiries about financial processes (e.g. accounts payable, billing, invoices, etc).
- Process, verify and balance payroll on a bi-weekly basis, according to provincial and federal requirements.
- Support the time entry function by reviewing, reconciling and recommending action in accordance with policies and processes.
- Proposal and letter writing, quote preparation.
- Tracking and maintaining records of equipment, vehicles and service records.
- Coordinate with vendors, suppliers and other external partners to ensure smooth operations.
- Assisting with HR related duties, such as onboarding new employees and maintaining personnel files.
- Maintain occupational health and safety policies and coordinate with teams to ensure training is up to date with NLCSA COR program (training to be provided if required).
- Research and apply for funding programs.
- Other duties as assigned.
Formal Education and/or Certification(s) and Experience:
- Minimum: College diploma in accounting, human resources management, business administration, finance, or related field with five years’ relevant experience, or the equivalent.
- Preferred: University degree in one of the above fields.
- Driver’s License required and ability to travel between company offices in Central NL where required.
- Criminal record check.
Abilities:
- Fluent in use of MS Excel and Word.
- Ability to develop formulae-driven Excel spreadsheets (e.g., track budgets and expenditures against contract requirements).
- Ability to write structured documents (e.g., proposals with structured headings, generated TOC, etc).
- Use of applicable cloud-based accounting and expense tracking systems.
- Demonstrate excellent communication skills, organizational abilities and attention to detail.
Benefits:
- Competitive Salary
- Relocation Assistance
- Extended Health & Dental Benefits Package
- Paid Christmas Holidays
- Flexible Work Arrangements
- Other Allowances & Benefits
We encourage candidates who are committed to excellence in financial management to apply for this exciting opportunity.
Work Location:
The ideal candidate is based in Central Newfoundland to work in-person, however hybrid and/or remote candidates will be considered.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Extended health care
- Paid time off
Schedule:
- Monday to Friday
Work Location: Hybrid remote in Gander, NL
