Office Administrator Job DescriptionOffice AdministratorPosition SummaryThe Office Administrator is responsible for the day-to-day administrative and accounting support functions of the organization. This role ensures the efficient operation of the office by managing accounts payable and receivable, maintaining accurate financial records, coordinating purchasing activities, and administering customer and vendor account setup. The Office Administrator works closely with management, sales, purchasing, and operations to support the company's financial and administrative objectives.Reports ToPresident / General Manager / Controller (as assigned)Key ResponsibilitiesAccounts Payable (AP)
- Process supplier invoices accurately and in a timely manner.
- Match invoices to purchase orders and receiving documentation.
- Resolve invoice discrepancies with vendors and internal departments.
- Prepare and process scheduled payment runs.
- Maintain vendor files and payment records.
- Reconcile vendor statements and investigate outstanding balances.
- Ensure compliance with company purchasing and payment policies.
Accounts Receivable (AR)
- Generate customer invoices accurately and promptly.
- Process customer payments by cheque, EFT, credit card, or other approved methods.
- Monitor customer accounts for outstanding balances.
- Follow up on overdue accounts and collections.
- Reconcile customer accounts and resolve billing discrepancies.
- Prepare aging reports for management.
Bank Reconciliation
- Perform monthly bank reconciliations for all company accounts.
- Investigate and resolve discrepancies between bank statements and accounting records.
- Record journal entries related to bank transactions.
- Maintain accurate cash balances.
- Assist with month-end financial reporting activities.
Purchasing and Material Ordering
- Order office supplies and operational materials as requested.
- Coordinate with approved suppliers to ensure timely delivery.
- Monitor inventory levels of commonly used materials.
- Obtain pricing and quotations when required.
- Maintain purchasing records and documentation.
Customer Administration
- Create new customer accounts in the ERP/accounting system.
- Verify customer information and required documentation.
- Maintain accurate customer master data.
- Update customer records as necessary.
- Coordinate credit applications with management when required.
Vendor Administration
- Set up new vendor accounts.
- Collect required tax and banking information.
- Maintain current vendor files and documentation.
- Ensure vendor records remain accurate and up to date.
Administrative Support
- Answer and direct incoming telephone calls.
- Greet customers, suppliers, and visitors professionally.
- Manage incoming and outgoing mail and courier shipments.
- Maintain filing systems, both electronic and paper.
- Assist with document preparation, correspondence, and reports.
- Support management with various administrative projects.
- Maintain confidentiality of company and financial information.
Financial Support
- Assist with month-end and year-end closing activities.
- Prepare reports for management as requested.
- Maintain organized accounting records for audit purposes.
- Support external accountants during financial reviews or audits.
Qualifications
- Diploma or certificate in Business Administration, Accounting, or related field preferred.
- Minimum 3 years of office administration or accounting experience.
- Experience with accounts payable, accounts receivable, and bank reconciliations.
- Experience using accounting or ERP software.
- Strong knowledge of Microsoft Office, particularly Excel.
- Excellent organizational and time management skills.
- High level of accuracy and attention to detail.
- Strong written and verbal communication skills.
- Ability to work independently and manage multiple priorities.
Core Competencies
- Financial accuracy
- Organization and planning
- Attention to detail
- Problem solving
- Customer service
- Professional communication
- Time management
- Confidentiality
- Teamwork
- Initiative
Working Conditions
- Full-time office position.
- Standard business hours with occasional overtime during month-end or year-end periods.
- Frequent computer and telephone use.
- Occasional lifting of office supplies (up to 25 lbs).
Performance ExpectationsThe Office Administrator will be expected to:
- Process invoices and payments accurately and on schedule.
- Maintain accurate customer and vendor records.
- Complete monthly bank reconciliations on time.
- Support efficient purchasing and material ordering.
- Maintain organized and compliant financial records.
- Provide professional administrative support to internal and external stakeholders.
- Contribute to the efficient and effective operation of the office.
Pay: $25.00-$30.00 per hour
Expected hours: 40.0 per week
Work Location: In person
