Accounting and Office Coordinator

COMPANY: EXI-plast Custom Moulding Ltd.

LOCATION: Centralia, Ontario

POSITION: Accounting and Office Coordinator - Existing Vacancy

STATUS: Full-Time

SHIFT: Days

START DATE: As soon as possible.

SALARY: $ $34.03 per hour.

COMPANY OVERVIEW:

EXI-plast Custom Moulding Ltd., a part of the EFS-plastics family, is a successful full-service provider of custom plastic moulding services specializing in blow moulded solutions for designers, manufacturers, and distributors worldwide. Our versatile blow-moulding facility is backed by more than 25 years of experience in development, production and finishing of custom plastic products.

We are currently recruiting for the position of Accounting and Office Coordinator to join the team at our facility in Centralia, Ontario.

Work Location: In person with flexible hours. This is not a remote position.

POSITION OVERVIEW:

The Accounting and Office Coordinator is responsible for planning and overseeing all administrative support and office services for the Company. The role will be multifaceted with duties under accounting, production and logistics and sales support.

KEY RESPONSIBILITIES:

Accounting Support:

• Ensure accuracy and completeness of customer invoices by matching purchase orders with shipping documentation.
• Process customer invoices promptly in the accounting system, ensuring correct inventory accounts are applied and ensure accurate digital records of the invoices.
• Address customer inquiries and resolve discrepancies related to invoices.
• Validate and process vendor invoices by matching purchase orders and packing slips, ensuring correct ledger coding and timely entry into the accounting system.
• Maintain accurate digital records of all purchasing documentation (invoices, packing slips, and purchase orders).
• Coordinate with internal departments to resolve discrepancies.
• Review accounts payable listings and prepare them for management approval on a weekly basis.
• Review and verify employee expense claims and travel expenses ensuring compliance with company policies.
• Ensure proper documentation, accurate ledger coding, and timely entry of claims into the accounting system.
• Record and reconcile company credit card transactions monthly, ensuring all charges are properly supported and categorized.
• Maintain digital records of related receipts and invoices.

Sales Team Support:

• Answer all customer email inquiries promptly to maintain customer satisfaction.
• Support sales staff by processing orders and keeping senior staff informed of any issues with delivery.
• Make travel arrangements for the sales team and the senior support staff when needed.
• Supports sales by scheduling meetings both internally and externally.
• Attend meetings and supports sales by taking notes and emailing meeting minutes and action items.
• Supports sales team with conference materials and shipping.
• Assisting our customers by phone and email with purchase orders, delivery schedules, cancellations, modifications, shipping/billing inquiries.
• Maintain sales information in appropriate CRM or other documents with speed and precision with an attention to detail.

Production / Logistics Support:

• Maintain production schedule.
• Print production, quality, tool change paperwork for upcoming orders on the schedule and organize them in production office.
• Create, print, and maintain shipping paperwork.
• File production, quality, and shipping paperwork.
• Assist in inventory duties at month end related.
• Assist in purchasing of raw product to support production.
• Update content on paperwork master copies as required.

QUALIFICATIONS:

Experience:

• 2 to 4 years of experience in a similar accounting or bookkeeping role, preferably in a small to mid-sized business environment.
• Hands-on experience with accounts payable, accounts receivable, expense claim processing, and general ledger entries.
• Familiarity with reconciling credit card and HST accounts.
• 2 to 4 years of experience in a manufacturing environment.
• Experience with inventory management and controls is an asset.

Technical Skills:

• Proficiency with accounting software (e.g. Sage (preferred), QuickBooks, NetSuite, or similar ERP systems).
• Strong working knowledge of Microsoft Excel and other Microsoft Office applications.
• Experience with digital record-keeping and file organization.

Knowledge:

• Solid understanding of basic accounting principles and general bookkeeping.
• Knowledge of Canadian sales tax (HST/GST) regulations and compliance is a strong asset.

Soft Skills:

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Effective communication skills, both written and verbal.
• Ability to handle confidential information with discretion.
• Proactive, dependable, and capable of working independently or collaboratively within a team.

WHY SHOULD YOU APPLY?

• Receive a competitive wage and leading industry benefits.
• Maintain a healthy work-life balance.
• Be on the frontier of addressing the growing plastic waste problem.

EXI-plast Custom Moulding Ltd. is an equal opportunity employer. We thank all that express interest in joining our team, however only those candidates selected will be contacted regarding additional assessment stages. Accommodations are available for any part of the recruitment process upon request.