Accounting & Administrative Assistant

Job Title: Accounting & Administrative Assistant

Department: Administration / Finance

Reports To: Operations Manager

Location: The Pump Guy Corporation, North York, ON, Canada.

Employment Type: Permanent, Full-Time

Company Overview

The Pump Guy Corporation is a leading provider of pump sales, service, and maintenance solutions for industrial and commercial clients. With a strong reputation for technical expertise, integrity, and reliable customer service, we support our clients with quality products and responsive service. Our team is dedicated to safety, professionalism, and continuous improvement, and we pride ourselves on maintaining long-term relationships with our customers and partners. We are a growing organization with a collaborative work environment where every employee's contribution is valued.

Position Summary

The Accounting & Administrative Assistant plays a key role in supporting financial processes, customer service, scheduling, and office coordination. This position is responsible for accurate invoicing, accounts receivable follow-up, accounts payable processing, scheduling & coordination, inventory & supply tracking, and administrative support functions. Experience working in QuickBooks Desktop is required, with a focus on maintaining clean records and supporting day-to-day financial operations. The ideal candidate is detail-oriented, professional, and comfortable managing a variety of tasks with minimal supervision.

Key Responsibilities

Accounting & Finance Support

· Prepare and issue customer invoices and statements in QuickBooks Desktop.

· Post customer payments, track deposit entries, and reconcile customer account balances.

· Review and monitor accounts receivable aging and conduct follow-up calls/emails to address overdue accounts.

· Maintain accurate customer account information and documentation.

Accounts Payable

· Receive, review, and process vendor invoices in QuickBooks Desktop.

· Match invoices to purchase orders and packing slips where applicable.

· Ensure correct coding of expenses and cost allocations.

· Reconcile vendor statements and follow up on discrepancies.

· Prepare payment runs and ensure timely payment of vendors.

· Maintain organized AP files and documentation for audit readiness.

Customer Service:

· Answer phone calls, respond to emails, and direct inquiries to the appropriate department or personnel. To obtain correct information for quoting.

· Schedule and organize appointments, meetings, and service calls for technicians, ensuring all information has supplied to them.

· Answer any questions from customers or vendors and redirect as appropriate.

· Handle customer complaints or issues, escalating them to the appropriate team member when necessary.

· Ensure that all customer service interactions are handled professionally and in a timely manner.

· Changing recorded message on answering service machine and retrieving messages from the same.

Inventory & Supply Management:

· Receive incoming inventory and place either in inventory or set aside for specific job.

· Assist with inventory control by tracking and ordering office supplies, parts, and equipment needed for service jobs.

· Maintain accurate records of inventory levels and assist in stock audits as needed.

· Coordinate with suppliers to ensure timely delivery of required parts and tools.

· Entering new parts into ERP as inventory with costing.

· Process any returns required.

· Arrange shipments for customers.

· Scheduling pickup of used oil/coolant and filters.

Scheduling & Office Coordination

· Coordinate daily service schedules, job bookings, and technician assignments.

· Communicate updates, job status, and schedule changes to internal teams and customers.

· Prepare & enter all workorders and sales orders as required into ERP after the task has been completed.

· Prepare and distribute internal correspondence, forms, and reports.

· Monitor and track parts, tools, and consumable inventory levels.

· Generate purchase orders for parts and supplies in accordance with company procedures.

· Receive and record incoming inventory; maintain accurate stock records.

· Support coordination of repairs, returns, and warranty claims when required.

Compliance & Safety

· Maintain safety, training, certification, and compliance documentation.

· Assist with internal audits and ensure required records are complete.

· Promote and follow company safety policies and procedures.

Qualifications

· Proficient in English Language.

· College diploma or certificate in Accounting, Business Administration, or equivalent experience.

· Minimum 1–3 years of relevant accounting or administrative experience.

· Proficiency in QuickBooks Desktop is required (invoicing, AR, AP, account reconciliation).

· Strong knowledge of Microsoft Office (Excel, Word, Outlook).

· Excellent organizational, time management, and communication skills.

· Ability to manage multiple priorities in a fast-paced environment.

· Customer service oriented and confident interacting with clients and vendors.

Attributes for Success

· Accurate and detail oriented.

· Dependable and self-directed in daily workload.

· Positive attitude and team-focused approach.

· Able to handle confidential information with professionalism.

Compensation & Benefits

Pay Range: $22.00–$25.00 per hour (commensurate with experience and qualifications)

Expected hours: 32 – 40 per week

Benefits:

· Extended health and dental benefits (following probation period)

· Paid vacation and statutory holidays

· Opportunities for overtime during peak workload periods

· Company-sponsored safety and skills training

· Supportive and collaborative team environment

Working Conditions

· Office-based role with occasional exposure to warehouse or shop environments.

· Standard Monday to Friday schedule (8am-4:30pm), with flexibility during busy operational periods.

· North York, ON M9M 2Z2: reliably commute or plan to relocate before starting work (preferred)

Application deadline:

Job Types: Full-time, Permanent

Pay: $22.00-$25.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Ability to commute/relocate:

• Toronto, ON M9M 2Z2: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Will you now or in the future require sponsorship for employment visa status?

Education:

• Secondary School (preferred)

Experience:

• QuickBooks: 1 year (required)
• Customer service: 1 year (required)
• Accounting: 1 year (required)

Language:

• English (required)

Work Location: In person