Job Overview
We are seeking a dedicated and detail-oriented Accounting and Operations Coordinator to join our dynamic team. This role is essential in managing financial processes, ensuring accurate bookkeeping, and supporting operational efficiency across departments. The ideal candidate will possess strong expertise in accounting software, payroll management, and account reconciliation, contributing to the seamless functioning of our financial operations. This position offers an opportunity to work in a collaborative environment committed to precision, transparency, and continuous improvement.
This is a hands-on role in a small, collaborative, and fast-moving office. We are looking for an energetic, dependable team player who takes initiative, enjoys solving problems, and follows tasks through to completion.
The successful candidate will be comfortable managing changing priorities, learning how different areas of the business connect, and pitching in wherever needed.
The role uses accurate accounting information, controls, and analysis to support purchasing, payables, receivables, cash management, inventory, deliveries, pricing, reporting, and day-to-day operations. The position requires the progressive development of working knowledge specific to the petroleum distribution industry.
Development and compensation will be considered through ongoing reviews based on demonstrated proficiency, responsibilities, performance, and company needs.
Key Responsibilities
Daily operational accounting, team coordination, and cash management
- Record, review, and help coordinate accurate daily transactions in Sage 300 as part of the operational workflow.
- Work with the payables team on coding, support, approvals, supplier reconciliations, and payments.
- Assist the current A/R function with invoicing, payment application, aging, collections, and credit concerns.
- Participate in recording and controlling deposits, payments, cheques, payroll entries, and remittances.
Inventory, purchasing, and delivery processes
- Work with the team to reconcile inventory to purchases, deliveries, transfers, adjustments, and counts.
- Help ensure supplier invoices and credits agree with purchasing, receiving, freight, and delivery records.
- Investigate and help resolve volume, cost, pricing, tax, freight, and timing differences with the appropriate team members.
- Guide and participate in documenting inventory adjustments, returns, write-offs, and corrections.
Month-end, reporting, analysis, and compliance
- Take an active role in completing reconciliations that support month-end reporting and operational control.
- Prepare and review journal entries, accruals, prepayments, allocations, and corrections.
- Create spreadsheets, formulas, schedules, and reports for cash, aging, inventory, margins, variances, and operational analysis.
- Help ensure month-end, tax, payroll, year-end, audit, and other compliance requirements are completed accurately and ontime.
Operational and commercial coordination
- Participate in pricing, margin analysis, customer quotes, purchasing, and other operational decisions.
- Work directly with the team and relevant contacts to solve accounting, documentation, and operational issues.
- Connect operational information with accounting records to support accurate billing, payment, inventory, and reporting.
- Help improve workflows, controls, accountability, and audit-ready records, and complete related duties and tasks as operational needs change.
Qualifications
- Five or more years of progressive bookkeeping or accounting experience.
- Education in accounting, finance, or business, or an equivalent combination of education and experience.
- Strong knowledge of full-cycle bookkeeping, operational accounting, month-end close, inventory, payroll entries, and team-based controls.
- Proficiency with Sage 300 and advanced Excel, including creating formulas, lookups, pivot tables, schedules, and large-data reconciliations.
- Inventory-intensive industry and tax-reporting experience are assets; certification is preferred but not required.
Core Competencies
- Energetic, dependable, organized, and able to recognize when information does not make sense.
- Takes initiative, solves problems, and follows tasks through to completion.
- Communicates clearly and works collaboratively across accounting, operations, and a broad range of contacts.
- Uses sound judgment, maintains confidentiality, and adapts to changing priorities and deadlines.
What Success Looks Like
- Operational and accounting tasks are completed accurately, on time, and with proper follow-through.
- The team receives practical guidance and assistance in resolving customer, supplier, bank, payroll, and inventory differences.
- Month-end, compliance, spreadsheets, and operational analysis are accurate, useful, and completed on schedule.
- Accounting information, analysis, and controls provide reliable support for effective day-to-day operations.
Monday to Friday 8 am to 4:30 pm
Pay: From $30.00 per hour
Expected hours: 40.0 per week
Education:
- Bachelor's Degree (required)
Experience:
- Accounting: 5 years (required)
- Sage 300: 3 years (required)
- Advanced Excel: 5 years (required)
Work Location: In person
