Office Administrator

About the Company

Our client is a well-established, privately owned company with offices across Canada, supplying technical products and solutions to commercial and industrial customers. They are growing, and they want a detail-oriented administrator to join a collaborative, supportive team.

The Role

You’ll run the branch’s day-to-day administrative and accounting work. You’ll support the sales team, project staff, and customers by keeping financial records accurate and the office running smoothly. The role suits someone who juggles competing priorities well, meets firm deadlines, and takes pride in getting the details right.

What You’ll Do

Accounting & Administration

• Code, allocate, and enter supplier invoices, including product and shipping charges, so they’re paid on time.
• Track all costs tied to customer invoices, such as product, shipping, customs, and credits.
• Prepare and send customer invoices, and follow up on overdue accounts.
• Receive, record, and apply customer payments.
• Process cheque deposits and credit card transactions, and keep receivables reports up to date.
• Process stock transfers between locations during the month and reconcile them at month-end.
• Work with suppliers, customers, and the sales team to resolve billing or order discrepancies.
• Run credit checks on new customers and prepare approval packages for management.
• Prepare and check order paperwork, including invoices, order confirmations, tracking details, and packing slips.
• Keep physical and electronic files organized.
• Help the warehouse team with stock orders and record those transactions.
• Pull and prepare data for internal reporting and audits.
• Help with twice-yearly inventory counts, data entry, and stock adjustments.
• Track and report month-end accruals for unbilled sales, outstanding invoices, and goods in transit.
• Complete month-end closing tasks on schedule.
• Take on other administrative tasks as needed.

General Office Support

• Greet visitors and customers warmly and professionally.
• Answer inquiries and direct people to the right team member.
• Handle incoming and outgoing mail, packages, and couriers.
• Prepare and share internal communications and reports.
• Keep the office tidy and organized.
• Support colleagues with administrative tasks as needed.

What We Offer

• Company-paid health and dental coverage for you and your family
• A free virtual pharmacy service with home delivery
• A confidential employee and family assistance program
• Life and disability insurance
• A defined contribution pension with an employer match of up to 5%
• An annual wellness and fitness allowance
• Ongoing training and professional development
• Opportunities to get involved in community and charitable initiatives