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 new 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
