About the job
Accounts Receivable & Payables Coordinator
About Ontrek Logistics Inc.
Ontrek Logistics Inc. is a Canadian freight forwarding and logistics company providing international transportation solutions to businesses across Canada, the United States, and global markets. Our core business focuses on international ocean freight, coordinating containerized shipments for exporters and importers across a wide range of commodities.
Our work iNvolves coordinating with customers, ocean carriers, trucking companies, terminals, warehouses, and other logistics partners to manage shipments from origin to destination. In addition to ocean freight, we provide transportation, warehousing, transloading, cargo insurance, and other logistics solutions.
We operate in a fast-paced, team-oriented environment where strong communication, accuracy, and timely coordination are essential to providing reliable service to our customers.
Position Overview
We are seeking a detail-oriented and organized Accounts Receivable & Payables Coordinator to support the day-to-day accounting and billing functions of our freight forwarding operations.
The successful candidate will work alongside our existing accounting team and coordinate closely with our Operations, Sales, and Management teams to ensure accurate invoicing, timely collection of receivables, proper review of payables, and prompt resolution of customer and vendor account inquiries.
This position is well suited for someone who is organized, comfortable communicating with customers regarding payments, and capable of managing multiple accounting tasks in a fast-paced logistics environment.
Fluency in Hindi and/or Punjabi is strongly preferred due to regular communication and coordination with members of our team and business partners.
Key Responsibilities
Accounts Receivable & Customer Billing
- Prepare and issue customer invoices accurately and on time.
- Review shipment files and supporting documentation to ensure all applicable freight and additional charges are invoiced correctly.
- Respond promptly and professionally to customer inquiries regarding invoices, statements, outstanding balances, and payment status.
- Send statements of account and regularly follow up with customers regarding overdue invoices.
- Maintain consistent communication with customers to ensure timely collection of outstanding receivables.
- Follow up on payment commitments and escalate significantly overdue accounts to management when required.
- Identify and investigate billing discrepancies and coordinate with the appropriate team members to resolve issues.
- Maintain accurate records of customer payments, outstanding balances, and collection follow-ups.
Accounts Payable
- Review vendor, carrier, terminal, and transportation invoices against shipment files, quotations, agreed rates, and supporting documentation.
- Verify that ocean freight, trucking, demurrage, detention, storage, terminal, and other accessorial charges are correctly billed.
- Identify discrepancies or incorrect charges and communicate them to the appropriate internal team or vendor for resolution.
- Organize approved payables and ensure invoices are properly recorded for payment.
- Monitor vendor statements and assist with reconciling outstanding invoices.
- Ensure proper supporting documentation is maintained for payable transactions.
Team Coordination & Accounting Support
- Work alongside our existing accounting team to ensure responsibilities are properly coordinated and completed accurately and on time.
- Maintain regular communication with Operations, Sales, and Management regarding invoicing, receivables, payables, and account-related matters.
- Coordinate with team members to resolve shipment-related billing discrepancies and customer inquiries.
- Assist with customer and vendor account reconciliations.
- Maintain organized and accurate accounting records.
- Prepare reports on outstanding receivables, overdue accounts, and upcoming payables when required.
- Provide coverage and support to other members of the accounting team during busy periods or absences.
- Assist management with other accounting and administrative duties as required.
Qualifications & Skills
- College diploma or university degree in Accounting, Finance, Business Administration, or a related field is preferred.
- Previous experience in accounts receivable, accounts payable, billing, collections, bookkeeping, or a similar accounting support position is preferred.
- Experience in freight forwarding, logistics, transportation, or shipping is considered a strong asset.
- Fluency in Hindi and/or Punjabi is strongly preferred.
- Strong English written and verbal communication skills.
- Strong numerical skills and attention to detail.
- Ability to identify billing, payment, and account discrepancies.
- Professional and confident communication when following up with customers regarding outstanding payments.
- Strong organizational and time-management skills.
- Ability to manage multiple customer accounts, invoices, payment follow-ups, and deadlines simultaneously.
- Proficiency with Microsoft Excel and Outlook; experience with accounting or invoicing software is an asset.
- Ability to work independently while also collaborating effectively within a team environment.
- High level of accuracy, professionalism, and confidentiality when handling financial information.
- Willingness to learn the accounting and billing requirements specific to the freight forwarding and logistics industry.
Key Performance Expectations
The Accounts Receivable & Payables Coordinator will be expected to maintain a high level of accuracy, responsiveness, organization, and follow-through in all accounting-related responsibilities.
Key expectations include accurate and timely preparation of customer invoices, prompt responses to customer billing inquiries, consistent follow-up on outstanding receivables, accurate review of vendor and carrier invoices, timely identification of billing discrepancies, and strong coordination with the accounting and operations teams.
The successful candidate will play an important role in supporting healthy cash flow, accurate shipment profitability, efficient accounting operations, and strong relationships with our customers, carriers, and vendors.
Pay: $39,618.38-$66,621.43 per year
Benefits:
Work Location: In person
