Operations and Administrative Coordinator

Our Search

We're looking for a highly organized and detail-oriented Operations and Administrative Coordinator to support our team. You'll handle a mix of bookkeeping, payment processing, and administrative coordination — helping keep our systems, invoices, and records accurate and up to date.

This on-site role is located at our office in Guelph and ideal for someone who enjoys structure, thrives in a fast-paced environment, and takes pride in keeping things running smoothly behind the scenes.

About us

Beacon Commerce is an e-commerce agency specializing in product strategy, pay-per-click (PPC) advertising, account management and other support services for the Amazon marketplace and other digital sales channels. We help businesses of all sizes, including many women-founded enterprises, grow profitably to reach their full potential on Amazon. Our team of 15 people works collaboratively to help our clients scale their products, reach new customers and succeed on Amazon globally.

Our process is designed on three pillars for our clients' success:

1. Listening to their needs and respecting their cash flow

2. Leveraging data and analytics to drive direction

3. Measuring results to adjust as necessary with open and honest communication

Our small team is located in Guelph, Ontario. We work together on a daily basis, and everyone on the team is supported and valued for their efforts. We pride ourselves on ensuring our employees gain the professional development they need to feel confident in providing our customers with a five-star experience.

What you will be doing

Finance & Bookkeeping (QuickBooks)

• Prepare and issue monthly commission invoices, including adjustments for extra hours.
• Create, send, and reconcile client invoices.
• Reconcile incoming payments with corresponding invoices and update records.
• Scan or forward receipts into QuickBooks for expense tracking.
• Set up new clients in the system and maintain accurate client profiles.
• Review and verify program invoices and assist with upsell billing.

Payments & Reconciliation (Airwallex + Banking)

• Process global team payments via Airwallex.
• Review bonus calculations and payment data with management.
• Download, file, and reconcile monthly Airwallex and banking statements.
• Process vendor payments, maintaining proper documentation.
• Manage e-Transfers and Airwallex transfers received via email.
• Track and organize remittances for clients.

Operational Support

• Reconcile corporate credit card receipts.
• Maintain and update the client invoice tracking sheet as payments are received.
• Update cashflow trackers and support monthly HST payment preparation.
• Coordinate recurring payments (i.e rent).
• Support organizational communications and small operational projects as assigned.
• Support CEO with calendar management.

Qualifications and "nice to haves"

• Previous experience in administration, bookkeeping, or finance coordination.
• Previous experience with QuickBooks Online and comfort with Airwallex or similar platforms.
• Strong Excel or Google Sheets skills for data entry and reconciliation.
• Excellent attention to detail, organization, and accuracy in financial work.
• Strong communication skills including excellent written and oral communications
• Experience managing multiple priorities with consistency and follow-through
• Proven ability to work in a team environment
• Passion for providing excellent customer service

Why Work with us

At Beacon Commerce, we believe that our people are our greatest asset, and we are committed to providing a compensation package that reflects this. Our philosophy is centered on creating a supportive, inclusive, and flexible work environment that promotes the well-being and success of our employees. We aim to attract, motivate, and retain top talent by offering competitive compensation along with a range of meaningful benefits that includes;

• Work Life Balance.
• Flexible Benefits.
• Holiday Shutdown.
• Competitive Salaries
• Performance and contribution awards

Job Type: Full-time

Pay: $20.00-$23.00 per hour

Expected hours: 40 per week

Application question(s):

• Are you able to be onsite in Guelph?

Work Location: In person