Accounting & Administrative Coordinator

**Key Responsibilities**

Responsibilities and duties may change according to business needs, and include but are not limited to:
**Accounting & Administration**
- Manage credit and collections processes, following up with clients as needed.
- Maintain and reconcile accounts receivable ledger ensuring accurate and timely receipt of payments.
- Verifies payments received by the organization and ensures transactions are recorded in accordance with internal accounting policies.
- Issue monthly customer statements in coordination with the finance team.
- Responds to customer inquiries and assists with any discrepancies regarding bills.
- Liaise with banking and finance partners.
- Tracks and pays all facility bills and provides updates to Finance.
- Assist with budget planning and coordination, including tracking expenses with a focus on subscriptions and annual renewals.
- Maintains KPI dashboards and coordinates data input and reporting cycles.
- Provides comprehensive administrative support to the VP and the leadership team, including expense submissions.
- Develops and implements procedures and policies for all administrative activities.

**Operational Support & Coordination**
- On a daily basis and particularly during peak periods, assists Sales, Service, and Production with quote generation and administrative tasks.
- Arranges travel bookings for team members, including accommodations and itineraries.
- Provides backup coverage for both Service Coordinator (client/service support) and Sales Coordinator (quotations, order processing, CRM).
- Working closely with Human Resources, coordinates the onboarding of new employees, ensuring a smooth start with documentation, setup, and orientation.
- Maintains the internal Excel-based organizational chart.

**Facility Support & Errands**
- Act as the primary contact with the landlord, including lease oversight.
- Manages facility equipment including rental/lease contracts (printers, copiers and the like).
- General office tasks such as ordering supplies, receiving deliveries, processing daily mail and managing facility vendor relationships.
- Conducts periodic local errands (e.g., supply runs, event materials), requiring use of personal vehicle (mileage to be reimbursed).

**Employee Engagement & Social Committee**
- Acting as Head of the Social Committee plan, organize, and oversee:

- BBQs and celebratory events
- Employee anniversaries and milestones
- Company Town Halls and special events
- Other morale-boosting activities
- Foster a positive and inclusive workplace culture through regular engagement initiatives.

**Qualifications & Experience**
- Experience: Minimum 3-5 years in a similar office management, administrative coordination, or accounting role preferred.
- Education: formal education in accounting, business management, or relevant experience.
- Skills:

- Experience with financial tracking and KPI reporting
- Experience updating and working in a General Ledger
- Exceptional organizational and multitasking abilities
- Strong interpersonal and communication skills
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and modern productivity tools
- Experience working with CRM system Salesforce and ERP system Great Plains would be a plus.
- Experience in phone collections calls

Other Requirements
- Valid driver’s license and access to a personal vehicle for conducting occasional work-related errands (mileage reimbursed).
- Availability to work during regular business hours primarily on-site with some flexibility for remote work depending on business needs.
- Ability to handle confidential information with integrity and discretion.

What We Offer
- A collaborative, innovative environment where your ideas and efforts make a real impact.
- A leadership team that values and supports operational excellence and employee well-being.
- Regular social events, team lunches, and a culture that prioritizes engagement and recognition.
- A competitive salary and benefits package.