Accounting & Administrative Coordinator

About the Role

We are looking for an organized, detail-oriented Accounting & Administrative Coordinator to join our accounting team and provide day-to-day accounting and administrative support to several of our business divisions, including two operation entities.

This is a hands-on role that is well suited to someone who enjoys working with numbers, coordinating with different teams, and keeping accounting and administrative processes organized and up to date. The successful candidate will work closely with the Accounting team, Project Managers, Operations teams, and other internal stakeholders.

Key Responsibilities

Accounts Payable & Accounting

• Manage the full-cycle Accounts Payable (A/P) process for two entities and other smaller divisions.
• Assist with new vendor setup applications, ensuring required information and documentation are complete.
• Review invoices and supporting documentation for accuracy, completeness, coding, and appropriate approvals.
• Prepare and maintain credit card reconciliations.
• Prepare monthly expense reports for two operating entities, including expenses incurred by other divisions but paid through the responsible entities.
• Prepare bank reconciliations for assigned accounts and business divisions.
• Maintain accurate and organized accounting records and supporting documentation.

Accounts Receivable, Invoicing & Project Support

• Prepare and organize supporting documentation required for customer invoicing.
• Prepare and maintain payment schedules related to invoicing.
• Coordinate with Project Managers and Operations teams to obtain required billing documentation and resolve accounting or invoicing questions.
• Support the collections process through timely follow-up on overdue customer balances.
• Coordinate with Project Managers and Operations teams regarding billing questions, outstanding balances, and payment issues.

Administrative & Operational Support

• Prepare and submit monthly laboratory timesheets to the appropriate internal contact.
• Respond to day-to-day accounting and administrative requests from the Operations teams.
• Support vehicle administration and management, including maintaining related records and documentation.
• Assist with laboratory item quotations, orders, and related administrative coordination.
• Provide general accounting and administrative support to other smaller divisions as required.
• Identify opportunities to improve accounting and administrative processes and help maintain efficient workflows.

What We’re Looking For

• 2+ years of experience in accounts payable, accounts receivable, accounting administration, or a similar accounting support role.
• Experience supporting multiple legal entities or business divisions would be an asset.
• Experience with accounting software and Microsoft Excel.
• Good organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Comfortable working with invoices, expense reports, reconciliations, customer accounts, and supporting documentation.