Administrative Coordinator

Position Overview

Mawg Design Inc. is looking for an organized, reliable, and detail-oriented Administrative Coordinator to support the day-to-day administrative and financial functions of the company. A key responsibility of this position will be managing invoicing and related documentation, ensuring invoices are prepared accurately, sent on time, properly recorded, and followed up on when required. The role will also reconcile receipts and make sure expenses are categorized correctly in QuickBooks Online. The Administrative Coordinator will also provide general administrative support across the office and assist with project-related documentation and coordination.

Key Responsibilities

Invoicing & Financial Administration

• Prepare and issue customer invoices accurately and on time.
• Review project information, purchase orders, job codes, and supporting documentation before invoicing.
• Confirm the billing contact, project location, currency, and tax treatment before an invoice is drafted.
• Ensure invoices match approved quotes, POs, project details, and billing requirements.
• Prepare invoices for the weekly invoice review with the Director of Administration before they are sent.
• Maintain accurate records of invoices issued and outstanding.
• Follow up internally on missing information required to complete invoicing.
• Assist with tracking outstanding accounts receivable and customer payments.
• Provide copies of invoices, statements, and supporting documentation when requested.
• Assist with resolving invoice discrepancies or customer billing questions.
• Work closely with the Director of Administration, the Controller, and the bookkeeping team to ensure financial records are accurate and up to date.
• Assist with basic data entry and financial reporting as required.

Receipts & Expense Coding

• Reconcile company credit card and expense receipts in Dext and QuickBooks Online.
• Follow up with team members on missing receipts, job codes, and purchase details.
• Review uncategorized expenses and assign the correct GL code and job code.
• Identify and fix miscoded or duplicate transactions.
• Maintain organized digital records of invoices, POs, receipts, and other financial documentation.

Project & Office Administration

• Create and maintain accurate project files and administrative records.
• Assist with entering and maintaining project/job information in company systems.
• Ensure documentation is filed under the correct client, project, and job code.
• Assist with purchase orders and other project documentation.
• Support project managers and other team members with administrative requests.
• Prepare documents, spreadsheets, reports, and correspondence as required.
• Monitor shared administrative inboxes and direct requests to the appropriate team member.
• Maintain organized electronic filing systems.
• Assist with scheduling meetings and coordinating calendars when required.
• Support general office organization and day-to-day administrative needs.

Communication & Team Support

• Communicate professionally with clients, vendors, suppliers, and internal team members.
• Follow up with team members when information or documentation is outstanding.
• Assist with coordinating information between Administration, Project Management, Production, and Accounting.
• Maintain confidentiality when handling employee, client, and company information.
• Provide additional administrative support as priorities change.

Other Duties

• Other duties may be assigned.

Qualifications & Skills

• Previous administrative, office, bookkeeping, or invoicing experience preferred.
• Strong attention to detail and accuracy.
• Comfortable working with numbers and financial documentation.
• Familiarity with GL codes, a chart of accounts, and categorizing expenses.
• Experience reconciling receipts; Dext or a similar tool is an asset.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience with QuickBooks Online or similar accounting software is an asset.
• Ability to learn new systems and processes quickly.
• Comfortable following up with others and taking ownership of outstanding items.
• Able to work independently while also supporting a fast-paced team environment.

What Success Looks Like

The Administrative Coordinator plays an important role in keeping Mawg Design’s administrative and invoicing processes organized and moving forward. Success in this role means invoices are accurate and sent on time, receipts are reconciled, expenses are coded correctly, documentation is easy to locate, outstanding items are followed up on, and the team can rely on administrative tasks being completed accurately and consistently.

Our Values

Our values guide how we work, collaborate, and deliver for our clients. We take ownership of our work, decisions, and impact, operating with honesty, transparency, and accountability. We believe strong outcomes come from close collaboration, clear communication, and shared responsibility across teams. We embrace creative, forward-thinking approaches to solve complex challenges and value diverse perspectives, treating colleagues and clients with professionalism and respect.

Equal Opportunity Employer

Mawg is an equal-opportunity employer committed to building an inclusive and diverse workplace. We encourage applications from all qualified candidates, including but not limited to visible minorities, Indigenous peoples, LGBTQ2S+ individuals, and persons with disabilities.