The Finance and Office Coordinator is responsible to create a positive first impression for customers and visitors while providing comprehensive administrative, executive and financial support. This role combines front-office management, customer account support, collections coordination, payment processing and executive assistance to ensure smooth day-to-day operations.
The following is a brief overview of the position; however, the employee is expected to assist other staff as required from time to time in various duties as needed.
Key Responsibilities
Reception & Office Administration
- Serve as the first point of contact for customers, visitors, vendors and employees, providing a professional and welcoming experience.
- Manage incoming phone calls, emails and general inquiries, directing requests to the appropriate departments.
- Coordinate visitor management, meeting room schedules and general office activities.
- Maintain office supplies, coordinate vendor services and support day-to-day office operations.
- Assist with company communications, documentation, filing and record maintenance.
- Coordinate mail, courier services and incoming/outgoing correspondence.
- Support employee events, meetings and office initiatives.
Executive Assistant Support
- Provide administrative support to executives and senior leadership, including calendar management, scheduling meetings and coordinating appointments.
- Prepare meeting agendas, presentations, reports, correspondence and other business documents.
- Assist with travel arrangements, expense tracking and executive-related administrative tasks.
- Coordinate follow-ups, action items and internal communications on behalf of leadership.
Accounts Receivable & Collections Support
- Assist with accounts receivable activities, including customer account follow-ups and payment inquiries.
- Conduct professional collection calls and email communications with customers regarding outstanding balances.
- Monitor aging reports and escalate overdue accounts as required.
- Maintain accurate customer account notes and collection records.
- Collaborate with sales and finance teams to resolve billing discrepancies, payment issues, and customer concerns and feedback.
Payment Application & Financial Administration
- Apply customer payments accurately to accounts receivable records.
- Process electronic payments, cheques, credit card payments and other receipts.
- Reconcile payment records and assist with identifying unapplied cash or discrepancies.
- Maintain accurate documentation related to customer payments and account adjustments.
- Support month-end closing activities related to accounts receivable.
Qualifications & Skills
- 2+ years of experience in administrative support, reception, accounts receivable, collections, or a similar role.
- Strong customer service and professional communication skills.
- Comfortable making collection calls and handling sensitive customer conversations.
- Strong attention to detail and accuracy with financial records.
- Proficiency with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
- Experience with ERP/accounting systems is an asset.
- Ability to prioritize tasks, meet deadlines and work independently.
- Strong organizational skills with the ability to manage multiple responsibilities.
- Professional, positive and solution-oriented attitude.
- Maintain confidentiality of sensitive business information.
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Life insurance
- On-site parking
- Paid time off
- Profit sharing
- RRSP match
- Vision care
Experience:
- administrative support, reception, AR or collections: 2 years (required)
- ERP/accounting systems: 1 year (preferred)
Work Location: In person
