Job Title: Accounting and Administrative Coordinator
Reports to: Manager and co-owner of the company
This is a key support role in a rapidly growing business. It is multifunctional with a suite of responsibilities in the following areas: bookkeeping, quality control, and managing the administrative needs of a small business.
This job is dynamic, and requires flexibility, adaptability, and excellent communication skills. Because of the multifunctional nature of the job, the reporting structure depends on what function is being performed.
Responsibilities and Duties
The key responsibilities and duties are in four main areas:
Perform basic bookkeeping duties and maintain filing system for accounting activities.
Manage accounts receivable including invoicing, credit notes, and daily banking/reconciliation.
Manage collections through emails and phone calls whenever necessary.
Manage accounts payable and send supplier notifications weekly.
Reconcile bank and credit card statements and prepare reimbursements.
Ensure that reconciliation is complete for tax payments and the quarterly HST Returns.
Prepare books for the annual audit.
Finalize purchase orders and ensure approval is completed prior to payment.
Perform general administrative duties as required.
2. Quality Control
Manage and coordinate the annual ISO audit process.
Ensure all documentation, and equipment inspection is updated/completed.
Track costs of non-conformance incidents and communicate with suppliers if credit is required.
Monitor training needs for employees to ensure compliance with legal and ISO requirements.
Answer and manage the phone system.
Maintain accurate customer and supplier data in our systems (Xero, Checkeeper, Trade Gecko, Receipt Bank, Banking, etc.)
Track employee activities such as vacation, planned and unplanned time off, training
Order office and warehouse supplies as required
Assist in special projects as required
Strong written and verbal communication skills.
Strong organizational and time management skills.
Ability to multi-task and prioritize.
Proficient in G Suite, Microsoft Office Suite, and accounting programs (Simply, QuickBooks, Xero).
Planning and implementation skills.
Bookkeeping and office administration experience is an asset.
Comfortable working in a fast paced, complex, ever-changing environment while effectively managing multiple tasks and projects simultaneously.
Disciplined and focused.
Trustworthy and dependable.
Ability to think creatively and innovatively.
Strong, effective communicator (verbal and written); excellent interpersonal skills.
Advanced organization and prioritization skills.
Proactive, solution-oriented team player with an entrepreneurial spirit.
Willingness to learn and grow personal and professional skill set.
Strong attention to detail.
Strong analytical and problem solving skills.
Understands the importance of when to lead and when to take on a supporting role.
Demonstrated ability to increase productivity and continuously improve methods, approaches and departmental contribution.
Post-secondary degree/diploma in Business Administration
3-4 years’ experience in an office setting
Process and quality control experience is ideal
The office is located in 830 Lakeshore E. in Mississauga.