Administrative Assistant

What you'll do

• Run collections follow-up on past-due accounts
• Onboard new carrier accounts: collect and verify documents, complete account setup, order and ship cards, and confirm limits and PINs are configured correctly
• Answer billing questions from carriers and internal teams, explaining invoices, statements, fees, and discounts in clear language
• Maintain organized files for signed agreements, credit applications, banking authorizations, and tax documents
• Handle general office administration: mail and couriers, supplies, vendor coordination, scheduling, and expense reports
• Build and maintain templates, checklists, and process notes so recurring work is repeatable and does not live in one person's head

Qualifications

• 2+ years in an administrative, bookkeeping, billing, or office coordination role
• Working knowledge of AR and AP fundamentals: invoicing, payment application, aging reports, and statement reconciliation
• Strong spreadsheet skills, including lookups and pivot tables, and the patience to reconcile two lists that should agree but don't
• Experience with accounting software (QuickBooks, Xero, Sage, or similar) and a CRM; HubSpot experience is an asset
• Excellent written and verbal English; Punjabi or Hindi is a strong asset given our customer base
• High attention to detail and accuracy when working through volume
• Professionalism and composure in collections conversations - firm, friendly, and persistent
• Discretion with confidential financial and customer information
• Strong organizational skills and the ability to manage competing deadlines around billing and close cycles
• Available to work in our Ontario office during regular business hours
• Experience in trucking, fleet, fuel, or payments is an asset