CORE QUALIFICATIONS:

• College Diploma in Business Administration or equivalent training/experience.
• 5–10 years of progressive experience in a professional work environment.
• High proficiency in MS Office and QuickBooks.
• Excellent customer service, communication, and interpersonal skills.
• Fluent in English (oral and written); knowledge of a second language is an asset.
• Ability to work effectively in a professional engineering environment.
• Valid Ontario driver’s license
  Job Type: Permanent
  Pay: $60,000.00-$80,000.00 per year
  Work Location: In perso

ABOUT THE ROLE:

We are seeking a highly organized and detail-oriented Administrative and Accounting Coordinator to join our team. This role provides essential support across accounting, technical services, sales, and administration, ensuring smooth operations and compliance with company and regulatory standards.

KEY RESPONSIBILITIES:

• Accounts Payable: Process supplier invoices daily, ensuring appropriate approvals and timely payments.
• Accounts Receivable: Track outstanding customer invoices, conduct collection follow-ups, and maintain compliance with company credit policies.
• Financial Reporting & Reconciliation: Prepare account reconciliations, monthly and quarterly financial reports, year-end reporting, and support tax filings (HST, corporate income tax, payroll remittances) in collaboration with external CPA and tax advisors.
• Executive Support: Assist the President with financial reporting for investors and provide support in external communications, media, legal, and compliance matters as required.
• ISO 9001 Management: Maintain and update the ISO 9001 program, participate in annual audits, and ensure projects are tracked in accordance with ISO processes.
• Project Support: Assist the 3D Application Engineering/Technical Services team with project management, tracking ongoing and upcoming projects to meet deadlines.
• Administrative Support: Provide support to Accounting, Technical Services, and Sales & Marketing departments to ensure efficient office operations.
• Customer & Supplier Coordination: Answer, direct, and respond to customer and supplier inquiries, oversee shipping and receiving, and coordinate with third-party shippers.
• Employee & Training Management: Maintain vacation and sick day logs, coordinate employee health & safety programs, technical training, and update ISO 9001 training matrix as needed.
• Event & Travel Coordination: Schedule customer and team meetings, manage event planning, reservations, and travel arrangements.
• Documentation: Draft letters, faxes, expense reports, purchase orders, and other correspondence as required.