Invoicing coordinator

About Samosa and Sweet Factory

Founded in 1989 by the visionary Sandhu Brothers, Samosa and Sweet Factory has revolutionized the art of crafting traditional Indian snacks and sweets. With a state-of-the-art manufacturing facility in Toronto, we combine time-honored recipes with innovative automation techniques to deliver exceptional quality and taste.

Our flagship brand, Apna Taste, brings the authentic flavors of India to customers across the globe. From our signature samosas to a wide variety of Indian sweets, we are committed to using the freshest ingredients and maintaining competitive prices.

At Samosa and Sweet Factory, we take pride in our dedication to excellence, customer satisfaction, and cultural heritage. Join our team and be part of a legacy that celebrates tradition while embracing innovation.

Job Summary:

The Invoicing Coordinator is responsible for managing the complete invoicing cycle with accuracy and efficiency using QuickBooks Desktop, including account reconciliation, payment follow-ups, and maintaining accurate customer records. This role works closely with sales, operations, and management to ensure invoices align with sales orders and deliveries, prepares regular financial and sales reports, and provides professional customer service for billing inquiries across phone, email, portals, and WhatsApp. The position also supports front-desk administrative duties such as greeting visitors, managing appointments, and directing customers appropriately. The ideal candidate is highly organized, detail-oriented, able to work independently, takes initiative to improve processes, communicates fluently in English and Indian languages.

Key Responsibilities:

• Manage the complete invoicing cycle using QuickBooks Desktop with accuracy and efficiency.
• Reconcile accounts, verify payment details, and ensure proper financial documentation.
• Coordinate with sales and operations to ensure invoices match sales orders and product deliveries.
• Monitor outstanding payments and follow up with customers professionally.
• Maintain and update customer accounts and records.
• Prepare regular financial and sales reports for management.
• Provide excellent customer service when addressing billing-related inquiries.
• Take initiative to identify and implement process improvements without waiting for instructions.
• Work closely with management while maintaining autonomy and ownership over tasks.
• Great communication skills with customers on phone and the ability of taking orders via phone call, emails, portals, WhatsApp.
• Manage front-desk admin duties, including greeting visitors professionally, handling appointments, and directing customers and callers to the appropriate person or department.
• Perform other duties as assigned by the Manager or Management team.

Qualifications:

• Minimum 3 years of hands-on experience in finance, accounting, or a similar role.
• Minimum 3 years of proven experience using QuickBooks Desktop (candidates will be tested).
• Strong knowledge of invoicing, reconciliation, and financial reporting.
• Excellent problem-solving skills and the ability to work independently.
• Flawless English communication skills (both written and spoken).
• Fluent in Indian languages (e.g., Hindi, Punjabi) to communicate with suppliers and clients.
• Solid understanding of Indian sweets and snacks products to ensure accurate billing and customer interaction.
• Highly organized, detail-oriented, and able to work under pressure.

Job Type: Full-time

Benefits:

• Dental care
• Discounted or free food
• Extended health care
• On-site parking

Experience:

• QuickBooks: 3 years (required)
• Finance and accounting : 2 years (required)

Work Location: In person